Links
A link represents a relationship between two entities. The Head and Tail properties of the link define the relationship. You can create links between IBM InfoSphere Enterprise Records entities and other CE objects in Workplace. A record can share links with other records, documents, and record folders. Similarly, a record folder can share links with records and with records folders in both IBM InfoSphere Enterprise Records and Workplace. By creating links, you can reference or associate related records and information--such as notes, attachments, and email-return receipts--to a specified record. Only authorized users are allowed to change or delete links and
associations.
IBM InfoSphere Enterprise Records supports the following types of links:
- Extract Link This link establishes an association between an extract
and the record from which it originated. You can use extracts to make a portion of a document
available to specific users.
An Extract link can be created between records and between a record and a document. The Extract
link is used to reference a selected portion of the record's content instead of the
entire content. For example, if you want to make certain portions of a large
document available to specific
users, then you can create a new document that contains selected details from the parent
document, declare the child document as a record, and then create an Extract link between
the parent record and the child record.
- Hybrid Folder Link This link establishes a relationship between
a hybrid folder and a physical or electronic folder. It is useful for the PRO data model
because IBM InfoSphere Enterprise Records uses a single folder that can have both electronic records and physical markers.
- Record Copy Link This link is for internal use only and establishes
an association between the original record and different copies of the original. The system
automatically creates this link for a record when you create a copy of that record. Note
that when a copy of a record is created, the links associated with the record do not get
copied.
- Record Folder See Also Link This link establishes an association between
two related folders. The Record Folder See Also link can be established between IBM InfoSphere Enterprise Records record
folders or any other folder outside of IBM InfoSphere Enterprise Records. In addition, this link can be created between
a record and a record folder. For example, you can use the Record Folder See Also link
to associate a record having Payroll details with an Accounts record folder.
- Record See Also Link This link establishes an association between
records having related content. For example, when you create a record that contains the entries
for Accounts Receivable, a corresponding See Also link can be created for the Accounts
Payable record.
While browsing the Accounts Receivable record, you have the option of viewing the Accounts
Payable record as well. You can establish this kind of link with records or documents.
- Reference Link This link establishes an association between a record
and its references.
A Reference link can be created with other records, documents, or record folders having associated
content. A Reference link is different from a See Also link. A Reference link provides
links to records or documents having associated content as references for a topic, whereas
a See Also link lists all of the records or documents that contain information having related
content.
- Rendition Link This link establishes an association between a record
and its renditions. A rendition refers to an instance of a record rendered into another
software format without loss of content. The content and most of the metadata are identical.
You use renditions for preservation or access/viewing purposes.
A rendition of a document can be created using any other application. For example, you have
a Microsoft Word document and it is already declared as a record. You want to convert this
Word document into a PDF document. So, you create a new PDF document using this Word document,
then declare the PDF document as a record. Later, you can establish a Rendition link between
the two records. Users can view existing renditions for this single record.
NOTES
- When a linked record is deleted, all of that record's associated links are also deleted.
- When you relocate, transfer, or export records,
all links between records are retained.