IBM Enterprise Records, Version 5.1.2   

Setting site preferences in Workplace XT

Before using IBM® Enterprise Records, you must modify the site preferences in Workplace XT so that these applications work appropriately with the IBM Enterprise Records web application.

About this task

You can modify other settings to:
Important: These steps must be completed in the order that they are listed.

Procedure

To set the IBM Enterprise Records-related site preferences:

  1. Log on to the application server where Workplace XT is installed with IBM Enterprise Records. Log on as a user with Administrator access and Records Administrator privileges with a Java web browser that allows pop-up windows.
    Important: Do not attempt to access any IBM Enterprise Records functions during this task (except for setting the site preferences). IBM Enterprise Records is not configured yet, so running the application at this time might result in unexpected behavior.
  2. Access the Site Preferences menu. Go to Tools > Administration > Site Preferences.
  3. (Required) Indicate that IBM Enterprise Records is installed:
    1. From the Site Preferences menu, select General.
    2. Under General Settings, set Records Management Installed to Yes and apply changes.
  4. (Required) Verify that a connection point is set:
    1. From the Site Preferences menu, select General
    2. Under Tasks, verify that a Process Engine or Content Platform Engine Connection Point is selected and apply changes.
  5. Set Authoring page display to Workplace only. This setting results in the Declare as Records option displaying at the end of the document creation wizard in Workplace XT.
    1. From the Site Preferences menu, go to General.
    2. Under Author, set the Authoring page display to Workplace only and apply changes.
  6. (Required for each FPOS) Identify all object stores that contain file plans and identify the default file plan for each object store.

    For more information about file plans, see the planning checklists.

    Tip: This step must be completed before a default file plan can be set for the site.
    1. From the Site Preferences menu, go to Object Stores and select your file plan object store (FPOS).
    2. Under Records Management, set Support File Plan to Yes and apply changes.
    3. Under Records Management, click the Default File Plan link and then go to and select the appropriate file plan and click Accept.
    4. (Optional) Under Editable Link Classes, click Add Link Class and select the link classes that you want to use.
    5. Apply changes.
    6. Repeat the previous steps for each FPOS.
  7. (Required for each ROS) Identify all object stores that have content that can be declared as records.
    1. From the Site Preferences menu, go to Object Stores and select your record-enabled object store (ROS).
    2. Under Records Management, set Support Declare Records to Yes and apply changes.
    3. Repeat the previous steps for each ROS.
      Important: When you are using a combined FPOS and ROS object store, perform both Steps 6 and 7 on the object store.
  8. (Required) Identify the file plan that is displayed when logging on to the IBM Enterprise Records web application.
    Tip: When you first access the application, you are presented with the default file plan that is set in the Workplace XT Site Preferences. By using the Configure tab, you can then override the default setting.
    1. From the Site Preferences menu, go to General.
    2. Under Records Management, click Default File Plan.
    3. Go to the appropriate object store.
    4. Select the appropriate file plan.
    5. Click Accept.
    6. Apply changes.
  9. Confirm the Records Management Base URL. The Base URL site preference specifies the website address location of IBM Enterprise Records. IBM Enterprise Records must have the same host name as Workplace XT to ensure that users can access specific information.
    1. From the Site Preferences menu, go to General.
    2. Under Records Management, in the Base URL field, enter the website address for IBM Enterprise Records in the following format:
      http://host name:port#/EnterpriseRecords
      Tip: For an SSL environment, use HTTPS and the appropriate SSL port number.
    3. Apply changes.
  10. (Optional) Identify the name of the server where Crystal Reports is installed.
    1. From the Site Preferences menu, go to General.
    2. Under Records Management, in the Report application server path, enter the name of the Crystal Reports server (for example: MyReportServer).
    3. Apply changes.
  11. (Required for DoD Classified only) Assign additional users to the Classified Records Security Personnel access role.

    The Classified Records Security Personnel access role determines which users can upgrade, downgrade, and declassify a classified record in IBM Enterprise Records. Members of this access role can also set the value for the Default Declassification Timeframe in IBM Enterprise Records. The RM Access Role tool creates this role. To assign additional users:

    1. From the Site Preferences menu, go to Access Roles.
    2. Add/Remove users and groups for the Classified Records Security Personnel access role.
    3. Apply changes.
  12. (Optional) Add a link to IBM Enterprise Records from Application Engine or Workplace XT.
    1. From the Site Preferences menu, go to Tools Integration.
    2. Under Records Manager, click Modify.
    3. In the Item URL field, enter the URL to the IBM Enterprise Records web application. For example:
      http://my_server:port#/EnterpriseRecords/
      Where my_server is the fully qualified name of the server where the IBM Enterprise Records web application is installed.
    4. Click Accept, and then apply changes.
  13. (Optional) Enable the Request Record Folder link from Workplace XT.
    1. From the Site Preferences menu, go to Tools Integration.
    2. Under Request Records Folder, click Modify.
    3. In the Item URL field, enter the URL to the RM step processor:
      http://RM_web_application_server:port#/
      RM_application_name/eprocess/launchers/html/ootb
      /LaunchRMCreateFolder.jsp

      For example:

      http://myserver:7001/EnterpriseRecords/eprocess/launchers/html
      /ootb/LaunchRMCreateFolder.jsp
    4. Click Accept, and then apply changes.
  14. Apply changes to save your changes. When you are finished, click OK.


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Last updated: November 2013
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