Originally Posted On: https://www.filehold.com/blog/three-interesting-questions-training-team-week

Three interesting questions for the training Team this week

1. When we setup our schema, we had a single schema for a use case, but now realize we needed more than one to properly define the documents. We created some new schema and reclassified the existing documents – but when we try and delete the old schema, FileHold says there are still documents there. How do we delete the schema?

Schema cannot be deleted as long as there are documents or records classified to the schema. This protects documents from accidental deletion. When deleting a schema is prevented, FileHold offers search results to show these documents.

Even if you no longer have any of these documents or records in your Library, there may still be files in the schema if they are in previous version or contain historical information. The Show button displays a search for the schema with the “Include all document versions” and “Search using historical metadata values”

Once these are deleted, you can delete the schema if needed.

2. I need to delete a schema, but I have old versions of documents in the old schema. What can I do?

When you change the schema of a document, you are changing the current version of the document only – prior versions will remain in the original schema. To delete the schema, these will have to be dealt with. How these are addressed depends on your need for the audit record of activity and the amount of work you want to put into these.

Maximum Effort to keep old versions with visible audit record:

To have everything in the same schema, you can edit the metadata and schema for multiple documents from the History page for that document. Here, I have the history of a document with two versions in different schema; if I select both, I can Edit Metadata for the two versions.

Note the “Load Metadata from” panel – if my current schema has complete metadata, I can avoid manually completing all the required fields when I update my previous version. Depending on volume, however, this can take a long time to complete and would only be recommended where a transparent audit record is required.

Minimal Effort to keep old versions:

Instead of dealing with the document or record, you can change the name of the old schema and the schema permissions. This is very simple – in the screenshot below, I’ve changed the name of the schema from “Reports – Legacy” to “zDNU – Reports – Legacy”. The “z” puts it to the bottom of my schema list, so I don’t select it by accident; the “DNU” tells other admins Do Not Use. Because I am a system admin, I see the complete history:

If I remove all users from the schema’s permissions from the old schema, then users can only see the new (current) schema’s documents:

Users can see this is Version 2, but they cannot access Version 1 – the schema is effectively removed, but an administrator can still access the original if needed.

Simplest method (if you don’t care about the audit record):

Delete the documents and records shown in the “Show” when you tried to delete the schema. As long as you only delete the selected version, not all versions, your documents and records in the current schema will not be affected.

3. Why does FileHold sign me out automatically? Why does it not automatically sign in? What is the point of having it open but useless?

Document access via permissions is central to the software, so in a shared workspace, signing-out inactive users helps preserve security. It also ensures concurrent licensing is available. In a typical deployment of FileHold, there are more user licenses than concurrent sessions as the licensing is based on intensity of use; customers are not paying for access they do not need. Logging out inactive users opens those sessions for others.

As long as the FileHold Desktop Application (FDA) is open, operations are still cached and so may be more responsive than by closing and reopening the software. It also makes it quicker to log users back in, since the software is already running.

If you want the FDA to log you in automatically (assuming this is your workstation and not a shared workspace), head to File>FileHold connection options:

You can choose automated log-in activities and preset your username and password to make log-in simpler.