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:
- 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.
- Access the Site Preferences menu. Go to .
- (Required) Indicate that IBM Enterprise
Records is installed:
- From the Site Preferences menu,
select General.
- Under General Settings, set Records Management Installed to Yes and apply changes.
- (Required) Verify that a connection point is set:
- From the Site Preferences menu,
select General
- Under Tasks, verify that a Process Engine or Content Platform Engine Connection Point is
selected and apply changes.
- 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.
- From the Site Preferences menu, go to General.
- Under Author, set the Authoring page display
to Workplace only and apply changes.
- (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.
- From the Site Preferences menu,
go to Object Stores and select your file plan
object store (FPOS).
- Under Records Management, set Support
File Plan to Yes and apply changes.
- Under Records Management, click
the Default File Plan link and then go to and
select the appropriate file plan and click Accept.
- (Optional) Under Editable Link Classes, click Add Link Class and select the link
classes that you want to use.
- Apply changes.
- Repeat the previous steps for each FPOS.
- (Required for each
ROS) Identify all object stores that have content that can be declared
as records.
- From the Site Preferences menu,
go to Object Stores and select your record-enabled
object store (ROS).
- Under Records Management, set
Support Declare Records to Yes and apply changes.
- 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.
- (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.
- From the Site Preferences menu,
go to General.
- Under Records Management, click Default File Plan.
- Go to the appropriate object store.
- Select the appropriate file plan.
- Click Accept.
- Apply changes.
- 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.
- From the Site Preferences menu,
go to General.
- 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.
- Apply changes.
- (Optional) Identify the name of the server where Crystal
Reports is installed.
- From the Site Preferences menu,
go to General.
- Under Records Management, in the
Report application server path, enter the name of the Crystal Reports
server (for example: MyReportServer).
- Apply changes.
- (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:
- From the Site Preferences menu,
go to Access Roles.
- Add/Remove users and groups for the Classified Records
Security Personnel access role.
- Apply changes.
- (Optional) Add a link to IBM Enterprise
Records from Application Engine or Workplace XT.
- From the Site Preferences menu,
go to Tools Integration.
- Under Records Manager, click Modify.
- 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.
- Click Accept, and then apply
changes.
- (Optional) Enable the Request Record Folder link from Workplace XT.
- From the Site Preferences menu,
go to Tools Integration.
- Under Request Records Folder, click Modify.
- 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
- Click Accept, and then apply
changes.
- Apply changes to save your changes. When you are finished,
click OK.