Configure autodeclaration of records

You can configure autodeclaration of records to ensure that when a user performs an operation (create, check in, or file in a folder) on a document in a Records Object Store (ROS), IBM InfoSphere Enterprise Records automatically creates a corresponding record in a specified File Plan Object Store (FPOS). For example, you can choose to have every document that is filed into the Confidential folder be declared as a record. You can also choose to have every document that belongs to a specific document class be declared as a record when a user creates or checks in the document.

You should realize that autodeclaration must be configured to use asynchronous and NOT synchronous events.

To configure autodeclaration of records, you perform the following tasks:

This topic provides instructions for performing these tasks. For detailed information on event scripts, event actions, and subscriptions, refer to Events and subscriptions.

Edit the Auto Declare configuration file

To edit the Auto Declare configuration file (RMAutoDeclare.properties), do the following:

  1. In EM, create (designate) a String property (for example, SourceDocPropertySymName2) in the source document class or subclass to specify the record filed-in folder path or GUID. Configure the property to have a 256 character length.
  2. (Optional) In EM, create (designate) another String property (for example, SourceDocPropertySymName1) in the source document class or subclass to specify the record class name. If you do not specify a record class name, the record class defaults to ElectronicRecordInfo.

    Note The first two steps create properties for the RMAutoDeclare event.

  3. Use Workplace or EM to check out the RMAutoDeclare.properties file.
  4. Edit RMAutoDeclare.properties with the appropriate information:

rmevent.declare.RecordClassPropertySymname=SourceDocPropertySymName1

rmevent.declare.RecordFiledInFolderPropertySymname=SourceDocPropertySymName2
(If the property does not exist, the event handler logs an error.)

rmevent.declare.FPOSObjectStoreName=TargetObjectStoreName

  1. Use Workplace or EM to check in the new version of RMAutoDeclare.properties with the contents specified above.

Create a subscription that uses the autodeclaration event action

You can create one or more subscriptions that are launched whenever the subscribed-to event (Create, Check In, or Element Added) occurs. This triggers the event action associated with the subscription.

For the document-related events (Create and Check In), you create the subscription on a Document class or subclass. For the folder-related event (Element Added), you can create the subscription on either a folder class or subclass or on a specific folder object instance. You can create as many subscriptions as needed. For example, you can create subscriptions on several different document subclasses.

  1. From Enterprise Manager, expand the ROS object store that will contain the documents to be automatically declared as records.
  2. To create a subscription for a document class or subclass, right-click Document Class (or a document subclass) and select Add Subscription.
    -or-
    To create a subscription for a Folder class or subclass, expand the Other Classes folder, right-click Folder (or a folder subclass), and select Add Subscription.
    -or-
    To create a subscription for a specific folder, expand the Root Folder folder, navigate to the folder for which you want to set the subscription, right-click on the folder, and select Add Subscription.
  3. In the Create a Subscription wizard, click Next.
  4. Specify a meaningful, unique name and description for the subscription and click Next.
  5. For a class (but not an instance) subscription, make sure the Apply to all instances of class <class name> radio button is selected and click Next.
  6. From the Specify Triggers screen, select the triggers that should activate the subscription (Checkin for a document subscription; File for a folder subscription). Click Next.
  7. In the Specify an Event Action screen, from the Select an Event Action drop-down menu, select the RMAutoDeclare event action created previously and click Next.
  8. Make sure the Synchronous check box is not selected. Leave the remaining check boxes selected or not selected, as appropriate, and click Next.
  9. Click Finish.

 Trigger RMAutoDeclare

To test the configuration of RMAutoDeclare, do the following: 

  1. Create a document on the ROS of the class that was configured to auto declare.
  2. Specify the record class name in a String property of the source document.

    This is the property (SourceDocPropertySymName1) previously entered in the RMAutoDeclare.properties file. (See Step 2 in Edit the auto declare configuration file.) When creating a document, the user enters the record class name into this property. If you do not specify the symbolic name, the default class name is ElectronicRecordInfo.

  3. Specify the record filed-in folder path in another String property.

    This is the other property (SourceDocPropertySymName2) previously entered in the RMAutoDeclare.properties file. (See Step 1 in Edit the auto declare configuration file.) When creating a document, the user enters the record filed-in folder path or GUID into this property. If the value is invalid, the event handler logs an error. The record folder path should start with “/<File Plan Name>/…”  (for example, “/File Plan/Category1/Folder1”). The user can also enter the folder GUID.

After the user creates the document, the RMAutoDeclare event declares it into the specified folder on the FPOS, using the specified record class.