Undeclaring Records in Collabware CLM

Undeclaring Records in Collabware

Some of you might be a little worried after reading the title, but rest assured, only those with the proper access can undeclare records. And yes there are, indeed, valid reasons for undeclaring documents. For example, perhaps your auto declaration settings were too aggressive and you need to undeclare content en masse to allow further collaboration on content or perhaps you’re simply testing out content rules in a development environment and undeclaring allows you to re-run your content rules for matches.

Whatever the reason Collabware provides three ways to undeclare records.

Undeclaring Records, One Item at a Time

On the lifecycle details page of a given item, if you click the “Reverse Item State” button, you’ll be prompted with the following screen that allows you to undeclare (provided you have the right permissions):

Undeclaring multiple Collabware CLM records at a time

If you need to undeclare multiple items at once, you can select multiple items in the library and then click the “Reverse Item State” button (seen in the middle of in the ribbon). You’ll be prompted with the following screen that allows you to undeclare (provided you have the right permissions) to all the currently selected items. Note this will be limited to one page of documents at a time (default is 30 unless you edit the view):

Undeclaring multiple records

Undeclaring Collabware CLM Records in via Code

Sometimes you may need to undeclare thousands of records at once and the above mentioned methods might not be practical. Luckily for us, Collabware provides an API that allows you to perform common actions programmatically. Below is a screen shot of some PowerShell code that will undeclare items programmatically using the Collabware API (note that any .Net language would also work):

PowerShell to the rescue for undeclaring multiple records