You can configure autodeclaration of records to ensure
that when a user performs an operation on a document in a Records
Object Store (ROS) a record is declared. IBM® Enterprise
Records creates a corresponding
record in a specified File Plan Object Store.
About this task
For example, you can choose to have every document that is
filed into the Confidential folder declared as a record. You can choose
to have every document that belongs to a specific document class declared
as a record when a user checks in the document.
Important: You must use the Check In event instead of the Create event when
you want a record to be declared at creation time.
RMAutoDeclaration
must be configured to use asynchronous and NOT synchronous events.
To configure autodeclaration of records, you perform the following
tasks:
- Run the import script on the ROS from IBM Administration
Console for Content Platform Engine to create the event
action. Follow the procedure in the working with event handlers help
topic. The import script creates the event action in the Event Action
folder, and the code module in the Code Module folder.
- Specify the location and other information for a new declared
record by completing the Editing the Auto Declare configuration file
procedure later in this topic.
- Create a subscription that uses the autodeclaration event action
by completing that procedure later in this topic.
- Test the configuration by completing the RMAutoDeclare procedure
later in this topic.
Editing the Auto Declare configuration file
Procedure
To edit the RMAutoDeclaration configuration file (RMAutoDeclare.properties):
- In IBM Administration
Console for Content Platform Engine, create (designate) a String property (for example: AutoDeclareFolderSymName)
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.
- (Optional) In IBM Administration
Console for Content Platform Engine, create (designate) another String property (for example,
AutoDeclareRecordClassSymName) 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.
The first two steps create properties for the RMAutoDeclare event.
- Use Application Engine, Workplace XT, or IBM Administration
Console for Content Platform Engine to check out the RMAutoDeclare.properties file.
- Edit RMAutoDeclare.properties with the appropriate information:
rmevent.declare.RecordClassPropertySymname=AutoDeclareRecordClassSymName
rmevent.declare.RecordFiledInFolderPropertySymname=AutoDeclareFolderSymName
(If the property does not exist, the event handler logs an error.)
rmevent.declare.FPOSObjectStoreName=TargetObjectStoreName
- Use Application Engine, Workplace XT, or IBM Administration
Console for Content Platform Engine to check in the new
version of RMAutoDeclare.properties with the
contents specified earlier.
Results
Create a subscription that uses the RMAutoDeclaration event
action
You can create one or more subscriptions that are run
whenever the subscribed-to event (Check In or File Added) occurs.
This function triggers the event action associated with the subscription.
For the document-related Check In event, you create the subscription
on a Document class or subclass. For the folder-related event (File
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.
To add subscriptions:
- From IBM Administration
Console for Content Platform Engine, expand
the ROS object store that contains the documents to be automatically
declared as records.
- To create a subscription for a document class or subclass, right-click Document Class (or a document subclass) and select Add Subscription. 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. To create a subscription for a specific folder, expand the Root
folder. Go to the folder for which you want to set the subscription.
Right-click the folder and select Add Subscription.
- In the Create a Subscription wizard, click Next.
- Specify a meaningful, unique name and description for the subscription
and click Next.
- 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.
- From the Specify Triggers screen, select the triggers that activate
the subscription (Checkin for a document subscription; File for a folder subscription). Click Next.
- In the screen, from the menu, select the RMAutoDeclare event action created previously and click Next.
- Make sure the Synchronous check box is
not selected. Leave the remaining check boxes selected or not selected,
as appropriate, and click Next.
- Click Finish.
RMAutoDeclare
To test the configuration of RMAutoDeclare,
complete the following procedure:
- Create a document on the ROS of the class that was configured
to auto declare.
- Specify the record class name in a String property of the source
document.
This name is the property (AutoDeclareRecordClassSymName)
previously entered in the RMAutoDeclare.properties file. See Step 2 in the Editing the Auto Declare configuration file
procedure earlier in this topic. 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.
- Specify the record filed-in folder path in another String property.
This name is the other property (AutoDeclareFolderSymName) as currently
used in the RMAutoDeclare.properties file. See
Step 1 in the Editing the Auto Declare configuration file procedure
earlier in this topic. 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
starts 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.