Six tabs are available in the IBM InfoSphere Enterprise Records application. Each of these tabs opens a page that allows you to perform different records management-related tasks.
The Browse tab has a main panel that lists entities within the current entity. In the leftmost column are check boxes that you can use to select one or more entities for processing. To select or deselect all entities in the list, select the check box in the header row. Additional icons are to the left of entity names. The icon immediately to the left of an entity name identifies the type of entity. Click either the name or the icon to open that entity. Additional icons might appear to indicate the state of the entity, such as on hold or inactive. Pause the cursor over any icon to see a tool tip that identifies the meaning of the icon.
You can display or hide categories and subcategories in a tree view structure to the left of the main panel. Click Show Category Tree to display it. While it is displayed, you can:
Beneath the tabs, a path displays your current location in the file plan. Click any item in the path to jump to another location. In the following sample path, CSPRO is a file plan, Corporate is a record category under CSPRO, and Benefits could be a subcategory or a record folder under the Corporate record category.
Path: CSPRO > Corporate > Benefits
Click any item in the path to jump to that level of the file plan.
All entities have a Get Info icon () to view its Information
pages, which display various kinds of metadata associated with that
entity.
Use the Multi-Select Actions menu to perform the same action on more than one entity at a time. This ensures that the set of entities is updated in the same way and at the same time. The menu is available with your Search results and on the Browse page.
Select the check box of one or more entities and then click the Multi-Select Actions menu to choose an action appropriate to all of the entities selected. The list of actions depends on whether you've selected one or more entities and whether you've selected different kinds of entities. Only actions that can be applied to all of the selected entities appear in the drop-down menu. Most of the procedures in the Help are written for multiple selections. If you are performing an action on only one entity, it is faster to right-click its name and select the action from the context menu. You can also use Get Info to perform actions on the Information pages of an entity. This is useful when you want to perform more than one action or need to look at information before performing an action.
An example is that you can multi-select Copy or Delete for records. This will invoke a wizard for that action.
There are two reasons to use filtering: to reduce the number of entities that appear in a list, and to see what entities are not listed because there are more than can be listed, given the maximum results that you have specified. If this happens, a message that more items exist is shown. Note that entities returned are the first ones Content Engine encountered, which might not be in any particular order.
To use filtering, enter text that appears in the names or IDs of entities you want to see and click Go. All entities that do not have that text are removed from the list, making room for different entities that contain the specified text. Click Reset to remove the text in the Filter box and click Go to return to an unfiltered list.
The number of entities that appear in a list is determined by the Max Results value of custom objects and folders in your Workplace user preferences. Go to the Search > Custom Objects page to see and reset the value for records. Your site administrator must enable custom objects in the General Settings area on the General page of Site Preferences. Because some entities can contain both records and other containers, you can also specify the maximum results value for folders. Thus, the list could contain up to the maximum number of folders and records. If your maximum results for both custom objects and folders is 50, then up to 100 items can appear on the list: 50 records and 50 folders.
Select the Search tab to search for different types of IBM InfoSphere Enterprise Records entities, based on criteria that you specify. If all entities that you want to display are in the same parent container, then displaying that parent entity and filtering the list is appropriate. However, if the entities are in different parent containers or are of different types, then searching is the only way to list them in one place. You might want to list these entities to perform an action on the Multi-Select Actions menu. For more information, see Searching and retrieving entities.
Select the Disposition tab to manage disposition schedules, holds, and record types.
To return to the main Disposition page when you are finished working with one of the disposition types, select Disposition in the path or click the Disposition tab again.
The Physical tab contains the links that are specific to physical entities, such as:
Use the Reports tab to select from a list of reports that provide a statistical view of the various IBM InfoSphere Enterprise Records activities. You select a report type, enter the input criteria, and then view the generated report. For more information, refer to Report generation.
The Configure tab contains links to create and manage the following items: