Problem:

DEV-615350: Milestone Field Failing to Update on Document

Starting with the 23R2 release, the milestone field, on a document, failed to update in many cases when it should. This issue did not affect EDL matching, so documents still matched to or unmatched from expected documents normally. Because of this issue, a user could

• look at a milestone and not see documents that have matched to the milestone’s expected documents.
• look at a milestone and still see documents that have unmatched from the milestone’s expected documents
  

This issue was corrected in the 23R2.0.16 Maintenance Release on August 23, 2023. Since that release, the milestone field on documents is updating normally.

However, the fix did not go back and correct documents that had failed to update between the 23R2 release and the maintenance release. 

The Vault Product team is planning wide-scale remediation to force the recalculation of the system-managed milestone field on documents that may have been affected during the duration of the issue. This remediation will go out as part of a maintenance release. The timing of this will be communicated in advance. 

We recommend you wait for the Vault team to trigger this remediation, as many records may have been affected. However, if you wish to correct issues sooner, you will find below instructions on how to identify documents that may have been affected, and how to force recalculation of their milestone field. However, if immediate remediation is needed, please see the steps listed below.

Was My Vault Affected by This Issue?

This issue could affect anyone using the system-managed milestone field on a document. Your use of this is indicated by the “Manage Milestone field value by Expected Documents” setting visible under “General Settings” in your Vault:

If you are using this setting, you were likely affected if documents were created or modified since the release.

How Can I Identify Documents That Were Affected?

You can identify documents that may have been affected using reports or Loader with VQL. There are two cases to consider:

1. A document unmatched from an EDL item, but the milestone field failed to clear.
   For this case, identify documents modified during the duration of the issue, and which have a value in the milestone field. You can do this via filters in the Library, or by using Loader:
   
   In the library, apply the following filters,
   
   
   • “Last Modified Date” is between {RELEASE DATE FOR YOUR POD} and August 23, 2023.
   
   
   • Milestone: is not blank.
   
   
   If you use Loader, add the following VQL as a WHERE clause:

   milestone__v != NULL version_modified_date__v BETWEEN '{RELEASE DATE FOR YOUR POD}' AND '2023-06-30'

   
   In either approach, be sure to include the Document ID in your export.
   
   
2. A document is matched to an EDL item related to a milestone, and matching has occurred since the release (and the milestone was not added to the document).
   
   If you have Milestone Autocompletion enabled, you can identify milestones whose expected documents have matched or unmatched documents since the release. If you do not have Milestone Autocompletion enabled, you will have to cast a wider net (for example: identify all documents modified since the release and before the fix went out) or wait for the Vault Product team to trigger remediation.
   
   As documents matched to expected documents, completeness metrics on the milestone continued to update since the release. Thus, you can identify milestones that are related to expected documents and which have been modified since the release. Below are instructions to configure this. Or, you can import the attached VPK below that contains the needed configuration.
   
   
1. Configure a multipass report type, Milestone with Expected Document, EDL, and Matched Document. Note that depending on your Vault this may require you to
   
   a.) Create report types for “Milestone with Expected Document,” “Expected Document List,” and “Expected Document with Matched Document”
   
   b.) Create 1 report view for each of the above report types.
   
   c.) Create a multipass report type that begins with Milestone with Expected Document, and joins to both EDL and Expected Document with Matched Document:
   
   
2. Create a report with the following criteria:
   a.) Milestone: “Sum of Actual Documents” >0 (this will indicate that the milestone’s expected documents have matched documents)
   
   b.) Milestone: “Last Modified Date” is between {RELEASE DATE FOR YOUR POD} and August 23, 2023. (Last Modified Date will register as completeness metrics update on a milestone)
   
   
3. Make sure to include ID fields (Document ID, EDL ID, etc.) in the report

Solution: