Viewing and modifying entity properties through Information pages

Each IBM InfoSphere Enterprise Records entity has an associated set of information pages that you can access by clicking its Get Info icon (get info icon). The information pages of an entity provide property information in views. With appropriate security access, you can view and modify the entity's property values. From the information pages, you can perform different actions on the entity that you are viewing. These actions usually correspond to the entity's context menu in the Browse tab.

To view and modify properties of an entity

  1. Click the Get Info icon of any entity. The default view for most entities is the Property page. For more information about the displayed properties, refer to Properties Reference.

    NOTE  The Volume Name field is prefilled with a pattern name that is based on the pattern that you selected during configuration. You can enter in any name in the Volume Name field but you cannot have duplicate volume names. You cannot include any of the following characters as part of the volume name:

    \ / : * ? " < > |,
  2. To access other kinds of information, click the name of any other information page in the upper portion of the left panel.

    Some properties are updated by Disposition Sweep or Disposition Hold, so values can change after these processes run.
  3. To change property values, select text and replace it or select values from menus or other dialog boxes.
  4. Click Apply to save any changes.
  5. Click Exit to close the information page.

If you modified any properties in a specific view but do not apply them before moving to another properties page, the modified page is marked with a pencil icon. If you do not click Apply on each page as you modify it, be sure to return to each page with a pencil icon and click Apply or those changes will be lost when you exit the information pages.

Properties are displayed as read-only or editable based on the functional rights that are available to your role.

To print properties of an entity

The Printable View link in the upper right corner of some information pages provides a unique list of properties in a format that you can print. For an entity, the printable view list is usually the same regardless of the information page from which you access the report. The content of the report varies depending on the type of entity.

  1. Select the entity's Get Info icon.
  2. Click Printable View on any information page that has the printer icon in the upper right corner.
  3. Print the HTML page using the Print option in the File menu.

The following table describes the views that are available on the information pages. Each type of entity has its unique set of views.

View Description
Properties The Properties view is the default view when you open the Information page of an entity. This view displays the properties associated with the current entity. A red asterisk indicates that a property value is required. You can use this view to review and modify the properties of the entity.
Security Classification This view shows security classification properties. You can use the Security Classification view to edit metadata properties for the classified record, after the record is filed. For more information, see View and modify security classification properties.
Disposition Using the Disposition view, you can change the disposition schedule currently associated with the entity. This view allows you to either inherit the disposition schedule of the parent entity or associate another disposition schedule. You can also change the user or group that is designated for the disposal of the entity. For more information about associating a different disposition schedule with an entity, see Change the Disposition Schedule Associated with an Entity.
Vital Record Using the Vital Record view, you can specify whether the category/folder contains vital records. In this view, you select the event that will trigger the periodic review or update of vital records, and the action that should be launched when the Review event occurs. For more information, see Set Vital Records.
Condition Using the Condition view, you can specify the triggering criteria for an internal event. You can select the condition operators, specify property values, and create join type conditions that trigger the internal event. You can also define more properties for the selected entity type. For more information, see Add an Internal Event.
Security Using the Security view, you can view or edit the security settings of an entity (depending upon your security permissions). Security settings determine the users and groups who can access the entity, and control their security permissions. You can also apply a security policy to control security settings. For more information about specifying the security of an entity, see Set or Modify an Object's Security.
Filed In

The Filed In view is displayed only for records. You can use this view to display a list of entities where the currently selected record is filed. You can view:

  • The complete path of entities where the record is filed.
  • The date when the record was created.
  • The user who created the record.

For more information, see View the Containers where a Record is Filed.

Detail

Using the Detail view, you can review the read-only properties of an entity/associated object and their values.

For a record category, record folder, volume, and record, the Detail view displays the properties categorized into different groups such as General, Disposition, Vital, Physical, and Additional Record Details. You can show and hide properties that belong to a particular group by clicking the show and hide details icons beside the group name: Show details hide details

Links A link represents a relationship between two entities. Using the Links view, you can see the different links associated with an entity. The Links view displays on the Information page of only record folders and records. For more information, see View and Modify Links.
History Using the History view, you can track the operations performed on each IBM InfoSphere Enterprise Records entity. Tracking entities in IBM InfoSphere Enterprise Records enables you to monitor the operations that are performed on IBM InfoSphere Enterprise Records entities, such as creation, disposal, access, move, copy, and reallocation of a disposition schedule. For more information about tracking an entity, see Using the IBM InfoSphere Enterprise Records History View.
Holds Using the Holds view, you can view, modify, or delete the disposal holds placed on the entity. For more information, see Disposition Holds.
Reason When you view information pages for a disposition schedule, the default view is Reason. If you are going to change anything, enter a reason for the change. Otherwise, just select the appropriate view.
Schedule In this view, you can change the schedule name, description, and disposition authority for the selected disposition schedule.
Phases If the disposition schedule you are viewing has phases, they are listed in this view. You can remove a phase by clicking its check box and you can add more phases by clicking Add New. Click the title of a phase for more detailed information or to change that information.
Entities On Hold This view displays entities on which a particular hold is placed. From this view, you can remove the hold on an entity, or use a search to filter the display of the entities on hold. For more information, see Viewing and modifying entities on hold.

Information pages actions

Information pages also include actions appropriate for the type of entity. These are located in the bottom portion of the left panel. The following table describes the actions that are available on the information pages.

  Information actions

Delete icon

Delete  Use the Delete action to delete an entity. For information about how to delete various entities, refer to the following topics:

Close icon Close  Use the Close action to restrict the creation of child entities within a record category, record folder, or volume. See Close/Reopen categories, folders, or volumes.
Relocate icon Relocate  Use the Relocate action to move a record category or record folder and all of its contents to a different location in the file plan. See Relocate a Record Category or Record Folder.
Reopen icon Reopen  Use the Reopen action to reopen a closed record category, record folder, or volume. See Close/Reopen categories, folders, or volumes.
Activate icon Activate  Use the Activate action to reactivate an inactive record category or record folder. See Activate/Inactivate categories or folders.
Inactivate icon Inactivate  Use the Inactivate action to inactivate a record category or record folder. If a container is inactive, new entities cannot be created within the container and users will not see the inactive container when declaring a record. See Activate/Inactivate categories or folders.
Place On Hold icon Place On Hold  Use the Place On Hold action to suspend or stop the execution of disposition actions on a record category, record folder, volume, or record. Also, when an entity is on hold, it cannot be deleted using the Delete action. See Place entities on hold (manual) .
Initiate Disposition icon Initiate Disposition  Use the Initiate Disposition action to execute a disposition schedule for an entity. See Initiate a disposition schedule.
File icon File  Use the File action to file a reference to a record in another location in the same file plan. See File records.
Move icon Move  Use the Move action to move a record from one location to another within the same file plan. For more information, see Move records.
Create Link icon Create Link  Use the Create a Link action to create a link from a record or record folder to another object. For more information, see Create a Link.
Launch/Charge Out icon Launch/Charge Out  Use Launch/Charge Out to launch a workflow. For general information about workflows, see Workflows.
Copy icon Copy  Use the Copy action to copy a record to another location in the same file plan. See Copy a Record.
Declassify icon Declassify  Use Declassify to remove any level of classification from a record.
Upgrade Classification icon Upgrade Classification  Use Upgrade Classification to upgrade the classification of a record. You can use this link to classify a previously unclassified record or to upgrade the current security classification level, such as from Secret to Top Secret.
Downgrade Classification icon Downgrade Classification  Use Downgrade Classification to downgrade the classification of a record. You can use this link to downgrade the current security classification level, such as from Top Secret to Secret). To move from any classification level to unclassified, you must use Declassify.
View Document Info icon View Document Info  Use View Document Info to display the record's Workplace information pages. See View a record's document info.
Manage Pattern Level icon Manage Pattern Level  Enter pattern strings for naming patterns that automatically name various entities at various levels in the file plan.
Run Security Script icon Run Security Script  Use Run Security Script to add new members to the IBM InfoSphere Enterprise Records groups to set all the security for IBM InfoSphere Enterprise Records related classes and folders. See Set Security.
Import Templates icon Import Templates  Use Import Templates to import the IBM InfoSphere Enterprise Records Physical Template and the IBM InfoSphere Enterprise Records Search Template. See Import Sample Templates.
Convert to FPOS and ROS icon Convert To FPOS and ROS Use Convert to FPOS and ROS to add a file plan object store to a configured records object store. See Convert to FPOS and ROS.
Include Classified Document icon Include Classified Document Use Include Classified Document to indicate whether the object store will contain classified documents. See Add Classified Document Properties.
Include NARA Properties icon Include NARA Properties Use Include NARA Properties to indicate whether the object store will contain documents with National Archives and Records Administration (NARA) properties. See Add NARA Properties.