InfoSphere Enterprise Records, Version 4.5.1.3+              

Setting site preferences in Application Engine or Workplace XT

Before using IBM® InfoSphere™ Enterprise Records, you must modify the site preferences in Application Engine or Workplace XT so that these applications work appropriately with the InfoSphere Enterprise Records web application.

Using the p8_worksheet.xls, there are several steps you need to complete to begin configuring your InfoSphere Enterprise Records environment. Changing the site preferences allows you to control how the InfoSphere Enterprise Records web application will look and behave for users. For example, you can decide whether users can see only a single default file plan when they log in, or you can let users see multiple files plans and allow them to select their default file plan. Additionally, you can modify other settings related to how users can declare and modify records through the InfoSphere Enterprise Records web application.
Important: These steps must be completed in the order that they are listed in.

To set the site preferences:

  1. Log on to the application server where either Application Engine or Workplace XT is installed with InfoSphere Enterprise Records. Log on to Application Engine or Workplace XT as a user with Administrator access and Records Administrator privileges.
  2. Use a web browser that is Java-enabled and allows pop-ups.
    Attention: Do not attempt to access any InfoSphere Enterprise Records functionality during this task (except for setting the site preferences). InfoSphere Enterprise Records is not completely configured yet, so using the application at this time might result in unexpected behavior.
  3. Access the Site Preferences menu:
    Option Description
    Application Engine Select the Admin tab and click Site Preferences.
    Workplace XT Navigate to Tools > Administration > Site Preferences.
  4. (Required) Indicate that IBM InfoSphere Enterprise Records is installed:
    1. From the Site Preferences menu, select General.
    2. Under General Settings, set Records Management Installed to Yes and click Apply.
    3. (Workplace XT only) Set Application Engine to Only when adding documents. This setting so that the Declare as Records option appears when users add a document in Workplace XT.

      This setting to display the option to declare a document as a record at the end of the document creation wizard.

      1. From the Site Preferences menu, go to General.
      2. Under Author, set the Authoring Page Display to Workplace Only.
      3. Click Apply.
    4. (Required for each FPOS) Identify all object stores that contain file plans and identify the default file plan for each object store.

      For more information about File Plans, see the IBM FileNet® P8 Version 5.0 Information Center topic Working with documents > Working with records > File Plans.

      Tip: This step must be completed before a default file plan can be set for the site.
      1. From the Site Preferences menu, go to Object Stores > FPOS.
      2. Under Records Management, set Support File Plan to Yes.
      3. Click the object store name at the top of the page to refresh the page.
      4. Click the Default File Plan link and then navigate to and select the appropriate file plan.
      5. Click Accept.
      6. (Optional) Under Editable Link classes, click Add link class and select the link classes that you want to use.

        For more information on link classes, see the IBM FileNet P8 Version 5.0 Information Center topic Working with documents > Working with records > Links.

      7. Click Apply.
      8. Repeat the previous steps for each FPOS.
    5. (Required for each ROS) Identify all object stores that have content that can be declared as records.
      1. From the Site Preferences menu, go to Object Stores > ROS.
      2. Under Records Management, set Support Declare Records to Yes.
      3. Click Apply.
      4. Repeat the previous steps for each ROS.
      Important: When using a combined FPOS and ROS object store, perform both d and e on the object store.
    6. (Required) Identify the file plan that is displayed when logging on to the IBM InfoSphere Enterprise Records web application.
      Tip: When each user initially accesses the application, they will be presented with the file plan set in the Application Engine site preferences. Using the Configure tab, each user can then override the default setting. For more information about setting default File Plans, see the IBM FileNet P8 Version 5.0 Information Center topic Working with documents > Working with records > File Plans > How to... > Set the default file plan.
      1. From the Site Preferences menu, go to General.
      2. Under Records Management, click Default File Plan.
      3. Navigate to the appropriate object store.
      4. Select the appropriate file plan.
      5. Click Accept.
      6. Click Apply.
    7. (Workplace XT only) Confirm the Records Management Base URL. The Base URL site preference specifies the web site address location of IBM InfoSphere Enterprise Records. IBM InfoSphere Enterprise Records must have the same host name as Workplace XT to ensure users can access specific information.
      1. From the Site Preferences menu, go to General.
      2. Under Records Management, in the Base URL field, enter the web site address for InfoSphere Enterprise Records in the following format :
        http://host name:port#/RecordsManager
        Tip: For an SSL environment, use HTTPS.
      3. Click Apply.
    8. (Optional) Identify the name of the server where Crystal Reports is installed.
      1. From the Site Preferences menu, go to General.
      2. Under Records Management, in the Report application server path, enter the name of the Crystal Reports server (for example: MyReportServer).
      3. Click Apply.
    9. (Required for DoD Classified only) Assign additional users to the Classified Records Security Personnel access role.

      The Classified Records Security Personnel access role determines which users can upgrade, downgrade, and declassify a classified record in InfoSphere Enterprise Records. Members of this access role can also set the value for the Default Declassification Timeframe in InfoSphere Enterprise Records. RM Access Role tool accomplishes this task, but here is how to assign additional users:

      1. From the Site Preferences menu, go to Access Roles.
      2. Add/Remove users and groups for the Classified Records Security Personnel access role.
      3. Click Apply.
    10. (Optional) Add a link to IBM InfoSphere Enterprise Records from Application Engine or Workplace XT.
      1. From the Site Preferences menu, go to Author Page (Application Engine) or Tools Integration (Workplace XT).
      2. Under InfoSphere Enterprise Records , click Modify.
      3. In the Item URL field, enter the URL to the InfoSphere Enterprise Records web application. For example:
        http://RM_web_application_server:port#/RecordsManager/
      4. Click Accept, and then Apply.
    11. (Optional) Enable the Request Record Folder link from Application Engine or Workplace XT.
      1. From the Site Preferences menu, go to Author Page (in Application Engine) or Tools Integration (in Workplace XT).
      2. Under Request Records Folder, click Modify.
      3. In the Item URL field, enter the URL to the RM step processor:
        http://RM_web_application_server:port#/RM_application_name
        /eprocess/launchers/html/ootb/LaunchRMCreateFolder.jsp

        For example:

        http://myserver:7001/RecordsManager/eprocess/launchers/html
        /ootb/LaunchRMCreateFolder.jsp
      4. Click Accept, and then Apply.
  5. (Required) Verify that a connection point has been set:
    1. From the Site Preferences menu, select General
    2. Under Tasks, verify that a Process Engine Connection Point has been selected and click Apply.
  6. Click Apply to save your changes. When you are finished, click Exit.


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Last updated: November 2010


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