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YiruChen-1261 asked EchoDu-MSFT commented

Document sent to Record Centre via Content Organizer when metadata is completed and submitted but the link still point to Dropoff library

I submitted a document to Record Centre via "Send to" button, first it showed "Submission is pending"(due to Destination require metadata), and asks me to "click the link to complete the submission". The link shows the file is in Dropoff library.


I then click the link, it says " You have to check out the file before you can complete the metadata, do you want to check out the document now?" I clicked "Yes". a form is then showed up where I filled required metadata, and clicked "Submit", it says "File is successfully submitted". A link appeared in the source library for the original file, but link points to the Dropoff library.

when clicking on the link, it displayed a message "the file is not found in this location". I checked the file is sent to the correct library in Rec Center as Content Organizer specified. it is not in Dropoff library.

But why the link points to the Dropoff library? I also checked in dropoff library and turned off "Checkout required. but it still asks me to check out.

Can someone give a pointer to what caused this problem?

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YiruChen-1261 avatar image
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YiruChen-1261 answered EchoDu-MSFT commented

In my case, the correct destination in Rec Centre is Library A. The Content Organizer rule requires certain metadata in order to send files to Library A.


I don't want the file to be in "Dropoff" library which is for files missing correct metadata to temporarily stay and metadata needs to be completed in order for the file to be sent to correct destination.

After further analysis, I believe this is expected behaviour:

When click "send to" to send the file to rec centre, the file does not have the correct metadata, therefore it landed in Dropoff library, as the first message shows. At that point the link to the file already established in Dropoff library. I then click the link in the message and open the form to fill the metadata from the Dropoff library, the file is then sent to the correct destination. But the link established at beginning won't change and remains to point the Dropoff library which no longer has the file.

But this a hole in the behaviour design, if the user completed metadata and file is sent to the correct destination, the link should be changed to point to the final/correct destination (rather than user click the link at source and got "File does not exist" message)

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Hi @YiruChen-1261 ,

Thanks for your reply.

I have updated answer under initial My Answer. Hope this can help you to solve issue.

Have a nice day!

Thanks,
Echo Du

0 Votes 0 ·

In your scenario there is major component missing: the Content Organizer. To replicate my case you have to create at least a Content Organizer Rule


When the content organizer rule is not met, the file will be in Dropoff library, when the Content Organizer rule is met, the file will be sent to correct destination library.

In my case, first time metadata was missing, the file landed in Dropoff library, the link at source points to Dropoff library - OK
Then I click the link in the msg box which says, "submission pending, please click link to complete the submission", the link opens a form for me to fill required metadata, then I click Submit. Off the file goes to Library A (left from Dropoff library). - OK

BUT the link at source did not change, it still points to the Dropoff library where such file no longer exists - Not OK

See the problem? Although I believe this is the way it designed, it got missed out in the design this kind of scenario!





0 Votes 0 ·

Hi @YiruChen-1261 ,

Is there anything else I can help with regarding this issue?
You can comment us at any time and we will continue to follow up.

Thanks,
Echo Du

0 Votes 0 ·

Sorry, you did not understand my case, so I replied above to explain more, although I believe this is a major design flaw

0 Votes 0 ·

Hi @YiruChen-1261 ,

Thanks for your guidance and sharing. I have retested and can reproduce your problem.

According to my observations, it seems to be by design.

Have a nice day!

Thanks,
Echo Du

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EchoDu-MSFT avatar image
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EchoDu-MSFT answered EchoDu-MSFT edited

Hello @YiruChen-1261 ,

Based on my research and testing, I cannot reproduce your problem.

90692-11.png

90712-10.png

I suggest you perform the following troubleshooting:

1.Delete the required fields, and then test.

2.Please create a new Recoed Center Site, and then test

3.Change another browser to test, or clear the browser cache.

Thanks,
Echo Du

============================ Updated Answer ==========================

Hi @YiruChen-1261

If you select the "Move and Leave a Link" option for Send To Connection. Select this option to delete the document from its current location and move the document to the destination repository. Users will no longer be able to access the document from its original location.

For more information, please see Configure Send To connections for records management.

91721-send-to.png


Based to my research, when you trigger the Send To, the document will automatically generate a link to the location of the "Drop Off" library, it is by design. As for later, if you move the document to another document library, it will not change the location of the link.

You could refer to the following workaround:

1.Go to the Docuemnts library and switch to the modern mode

2.Select document and click Move to

3.On the Move item page, choose a destination to save your document.

91667-move-to.gif


Thanks,
Echo Du
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