InfoSphere Enterprise Records, Version 4.5.1.3+              

Creating physical record management workflow subscriptions

Most of the transferred workflows launch automatically, as a result of either the Disposition Sweep process or the execution of the action associated with the workflow. However, the Physical Record Management (PRM) workflow must be launched manually when charging out physical entities. To ensure that the workflow is available for launching, you create PRM workflow subscriptions for the physical entity classes.

The subscriptions associate the physical entity classes with the PRM workflow definition to allow manual launching of the PRM workflow.

The following table displays the physical entity classes and their location in the FPOS tree structure displayed in IBM® FileNet® Enterprise Manager.

Physical entity classes
Document Class > Record > Marker Record
Other Classes > Folder > RM Folder > Volume
Other Classes > Folder > RM Folder > Record Folder > Hybrid Record Folder
Other Classes > Folder > RM Folder > Record Folder > Physical Record Folder
Other Classes > Folder > RM Folder > Record Folder > Physical Container > Box
To create the PRM workflow subscription for physical entities:
  1. To access the worksheet file, p8_worksheet.xls, that contains the parameter values to specify in the IBM InfoSphere™ Enterprise Records installation, see Using the installation and upgrade worksheet section. In the worksheet file, verify that the Data > Filter > AutoFilter command is enabled.
  2. Log on to IBM FileNet Enterprise Manager as an object store administrator for the FPOS.
  3. Expand the FPOS node and right-click the physical entity class for which you want to create the PRM workflow subscription (for example, the Marker Record class is displayed under Document Class > Record). Then select New > Subscription. The Create a Subscription wizard displays.
  4. Click Next to continue.
  5. Specify a unique name and a description for the subscription and click Next.
    Tip: Make sure the name and description reflect the physical entity and the workflow for which it is created (for example, Marker Physical Workflow Subscription).
  6. Select the Applies to all instances of class class option button and the Workflow check box, and click Next.

    The Specify Triggers screen displays.

    Important: Do not select any triggers.
  7. Click Next.
  8. Complete the Specify Workflow Information screen as follows:
    1. Select the Physical Record Management workflow from the Select a Workflow Definition list.
    2. Select the version of the Physical Records Management workflow that you want to use.

      For a new install, the version number is 1.0. If you have modified the workflow or re-transferred the workflow for any reason, then a different version number might be appropriate.

      Tip: The workflow region information is determined by the Content Engine based on the workflow version you select.
    3. Select the Enable Manual launch check box.
    4. Click Next.

    The Specify Additional Properties screen displays.

  9. Click Next.
  10. Click Finish to complete the creation of the subscription, and then click OK in the confirmation screen.
  11. Repeat Creating physical record management workflow subscriptions to create subscriptions for Volume, Physical Record Folder, Box, and Hybrid Record Folder physical entity classes.


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Last updated: November 2010


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