Reviewing and recovering assistant changes to Records¶
HiveAI can prepare proposals for selected Records changes. Preparing a proposal reads the current information and describes a possible change. Approval and execution are separate stages, and a proposal can become unusable if permission, the record or the review period changes.
Availability: this page explains the Records service's supported effects and recovery limits. The complete assistant approval screens, frontend connection and target-environment behavior still require verification. These are outcome explanations, not instructions for controls that have been confirmed as delivered. Use your organization's available, authorized Records journey until the connected assistant journey is verified.
Changes the service can handle¶
| Proposed change | Intended source result | Limits to understand before approval |
|---|---|---|
| Register a record | Apply the supplied recipient, office and destination through the normal registration rules. | A preview does not prove all required choices are complete or that the record is still registrable. Check the authoritative record for its resulting official reference. |
| Change a registration destination | Apply a permitted destination override with a reason. | This is a specific routing change, not a general edit of the record or its history. |
| Create a dossier | Create a general dossier with its title and optional record category. | It does not add records automatically. The resulting dossier has a new identity. |
| Add a record to a dossier | Add the selected primary or additional relationship. | Existing primary assignments and duplicate membership follow the normal dossier rules. Converting an existing additional link to primary is not an assured shortcut. |
| Retry a pre-system import | Request processing again through the import lifecycle. | Acceptance of the retry does not mean that the files have finished importing. |
| Abandon a pre-system import | Request the supported abandonment transition with a reason. | This is not an undo of every record already imported, nor proof that every cleanup step has finished. |
| Record completed retrieval, review, compliance or stewardship work | Append the appropriate completion evidence. | This records supplied work facts; it does not itself perform the work, verify its quality or establish compliance. |
Read the full rules for registration, dossiers, pre-system imports and completed work. The assistant does not remove their permission, state or evidence requirements. These actions do not upload document bytes, apply a signature or execute final disposition; those activities have separate governed journeys.
What to check in a proposal¶
Confirm the organization and the exact record, dossier or import submission. Check the proposed destination, title, relationship, reason or completion evidence as applicable. A familiar record title alone is not enough to distinguish two records. For completion evidence, confirm the kind of work, result, proof reference, start and completion times, and any correction details.
The source preview has a five-minute validity period. The complete review journey may impose other approval limits. A preview can still contain missing or invalid action-specific information that is rejected at execution, so do not treat its existence as proof that every rule has passed.
If the underlying record, dossier membership or import state changes, the reviewed version can become stale. Obtain a fresh proposal and review it again after the previous operation's outcome is known. Do not assume an older approval applies to a new destination, new document state or changed evidence.
The current Records permission is checked on a new execution attempt. Permission to view an assistant summary does not establish permission to make the proposed change. Administrators still need to verify the complete approval, identity and sensitive-record boundaries before enabling the connected journey.
Read the outcome at the right level¶
A request can finish with either an executed result or an unavailable result. A finished request is therefore not, by itself, proof that the business change succeeded. An unavailable result can also arise while checking the source after a change was attempted; it does not always mean that nothing changed. Read the action's outcome and confirm the corresponding record, dossier or submission where an authorized application view is available.
For an import retry, the immediate result means processing was requested. Follow the submission's later progress and item results. For a work-completion action, a saved entry is evidence of what was reported; it is not independent verification of the work. A record already attached to the intended dossier may produce an already-attached result without creating a new relationship.
Assistant knowledge and other projections may update later. Their timing is separate from the Records change. An old summary after a successful change does not justify repeating that change.
Recover without creating duplicate work¶
| What happened | Appropriate next step |
|---|---|
| The proposal expired or the source changed before execution | Confirm that the original attempt did not complete, then prepare and review the current change again. |
| Permission is missing or the person is no longer eligible | Ask the responsible administrator to review access. Do not switch identities or move sensitive material into chat to bypass the restriction. |
| The request has a completed unavailable result | Resolve the stated cause with the responsible team. Repeating the same operation can return the saved refusal; a new authorized attempt needs a fresh review after reconciliation. |
| The result is pending, missing or interrupted | Keep the original request reference and ask support to reconcile the source and execution outcome. A missing receipt alone does not establish that nothing happened. |
| The action succeeded but a later summary has not changed | Check the authoritative source and allow the separate update to be investigated. Do not recreate the action to refresh a summary. |
Avoid repeatedly submitting the same work as new requests while the original result is uncertain. This is especially important for creating dossiers and recording completion evidence. The current action set provides no general undo facility. Any supported correction or later change follows that feature's own rules.
Give support the action, record or submission reference, approximate time, visible outcome and original request reference if available. Share confidential content only through an approved support channel. Support should distinguish a saved refusal, an incomplete request, the actual Records state and any downstream work before recommending another attempt.
Oversight and accountability¶
Business owners should agree who can request and approve each kind of change and how the organization will verify outcomes. Approval is not a compliance certificate, a signature or a guarantee of background completion. The connected journey still needs checks for actor attribution, sensitive-record access, stale proposals and recovery after an uncertain save before operational acceptance.