IBM Enterprise Records, Version 5.1.2    

Adding an action

Actions are used with a workflow to complete an operation on an entity as part of its disposition, as in a destroy workflow, for example. You can add an action by selecting an action type and workflow. Only a System Administrator or a Records Manager can create an action.

Procedure

To add an action:

  1. Select the Configure tab.
  2. Click Actions.
  3. Click Add Action.
  4. Enter a name (up to 20 characters) and a description for the action.
  5. From the Action Type menu, select the type of action: Review, Export, Transfer, Destroy, Interim Transfer, Cut Off, Vital Review, or Auto Destroy. The Auto Destroy action does not have an associated workflow. If you select Auto Destroy, click Finish. After you create the Auto Destroy action, update the existing disposition schedule to use Auto Destroy by changing the Phase properties. To update the phase properties, see the modifying a disposition schedule topic.
    • If you select the Auto Destroy action, the Destroy Containees not on hold check box is displayed. Use Auto Destroy to automatically delete all entities in a container that are not on hold. This option destroys all containers not on hold while still preserving the on-hold containers.
    • If you select the Destroy action, the Destroy Containees not on hold check box is displayed. Use the Destroy workflow to delete all entities in a container that are not on hold. This option works only for containers that contain no physical records. This option destroys all containers not on hold while still preserving the on-hold containers.
    • If one of these options is not selected, the containers that have entities that are on hold are not deleted.
    • If this check box is selected and if you correctly set up the record structure, sweep -autodelete switches to its high-performance processing mode. There cannot be any multi-filed records in the object store if you want to trigger high-performance processing for the Auto Destroy action.
    For more details about the high-performance tuning and other similar topics, consult the IBM® Enterprise Recordssection of the IBM FileNet® P8 Performance Tuning Guide.
  6. Click Associated Workflow to select a workflow to be started for the action. The following workflows are provided with IBM Enterprise Records, but your administrators might add others:
    • Cut Off Workflow
    • Destroy Workflow
    • Export
    • Export Workflow With Mapping
    • Interim Transfer Workflow
    • Interim Transfer Workflow With Mapping
    • Disposition Review Workflow
    • Screening Workflow
    • Two-Step Transfer Workflow
    • Two-Step Transfer Workflow with Mapping
    • Vital Record Review.
  7. Click Select from Versions for the workflow name.
  8. Click Select for the appropriate version.
  9. Click Finish.


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Last updated: November 2013
create_an_action.htm

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