IBM Enterprise Records, Version 5.1.2    

Create a report definition

You can create a report definition or use one of the six definition files delivered with IBM® Enterprise Records and stored in a file plan object store.

IBM Enterprise Records includes six report definitions that provide a statistical view of different user activities. These definitions are added to the file plan object store (FPOS) through an Add-On installed with the software. The files are found in Records Management/Report Definitions, but only after they are configured manually. For more information about the configuration, see the Configuring report definitions topic in the IBM Enterprise Records Installation and Upgrade Guide. Each report definition is an XML document and defines the following metadata for the report:

Report title

The report title is the title of the report that IBM Enterprise Records displays.

<setting key="title" localizationKey="server.report_title.n">report title</setting>

Report description

The description is text that IBM Enterprise Records displays, briefly describing the purpose of the report. For example, This report shows only the actions that were completed after you enabled auditing on a record category, folder, volume, or record.

<setting key="desc" localizationKey="server.report_desc.n">description</setting>

Report help entry

The entry help is text that IBM Enterprise Records displays in the help entry of the report. For example, "The generated report lists only the actions that were completed after you enabled auditing."

<setting key="entryhelp" localizationKey="server.entryhelp.n">entry help</setting>

Report database table name

The table name is a database table name that the IBM Enterprise Records report engine uses to retrieve the results from the IBM Enterprise Records repository. This name is also used to produce the results in an intermediary database table that the report applications can use. For example, ActionPerformed.

<setting key="db_table_name">table name</setting>

Report template name

The report name is the name of the report template created in a reports application.

<setting key="reportName" localizationKey="server.report_name.n">report name</setting>

Report parameters

Defines report parameters such as file plan locations, actions, events, schedules, dates, and entity types, and whether it is required. To define report parmeters:
  1. Under <object key="reportDefinition">, define <list key="report parameters">, if necessary.
  2. Under the report parameters list key, define the symbolic name setting key, as needed, for each of the report criteria.
  3. Follow each symbolic name setting key with this tag: <setting key="required"> 0 or 1 </setting>, to indicate whether a value is required. 0 indicates that the user is not required to make a selection or enter a value. 1 indicates that the user is required to make a selection.
  4. Enclose each pair of symbolic names and required setting keys in the following tag: <object key="property"></object>.
For example:
<object key="property"> <setting key="symbolicname">symbolic name</setting>
<setting key="required">1</setting> </object>
where symbolic name is new criteria you created or any of the following setting keys:
  • fileplan_browse: Instructs IBM Enterprise Records to allow the user to browse to a location in the file plan object store.
  • fileplan_name: A file plan in the file plan object store (FPOS).
  • ros_name: A records object store (ROS) name.
  • user_name: The user name completed the activities.
  • start_date: The start date of the report criteria.
  • end_date: The end date of the report criteria.
  • disposal_schedule: The disposition schedule associated with an entity.
  • hold_name: The record hold associated with an entity.
A report also uses entity types as criteria. To use entity types:
  1. Under the properties list key, add the entity_type symbolic name, followed by the required setting key (1=required, 0=not required). For example:
<object key="property">
    <setting key="symbolicname">entity_type</setting>
    <setting key="required">1</setting>
Add <list key="values"> where you enter the entity types that a user can select to include in the report. For example:
    <list key="values">
       <object key="value">
           <setting key="id">EntityType</setting>
           <setting key="value" localizationKey=serve.report_n.EntityType">Entity</setting>
       </object>
where: Localized environments require localizationKey. For example, if your report includes statistics about Record Categories and Record Folders, this section of the XML file must be similar to the following example:
<object key="property">
  <setting key="symbolicName">rm_entity_type</setting>
  <setting key="required">1</setting>
  <list key="values'>
    <object key="value">
      <setting key="id">RecordCategory</setting>
      <setting key="value" localization Key="server.report_1.RecordCategory">Record Category</setting>
    </object>
    <object key="value">
       <setting key="id">RecordFolder</setting>
       <setting key="value" localization Key="server.report_1.RecordFolder">Record Folder</setting>
    </object>
  </list>
</object>

Report queries

Each report delivered with IBM Enterprise Records defines one or more queries to query different entity types such as Record Category, Record Folder, Volume, or Record. To define a report query:
  1. Under <object key="reportDefinition">, define <list key="report queries">.
  2. Under the report queries list key, define the query, as needed, for each of the report criteria.
  3. Follow each query setting key, define a setting for rm_entity_type to indicate that the query is for a specific entity type, RecordCategory, RecordFolder, Volume, or Record. The rm_entity_type is optional, if the query is for all the entity types.
  4. Enclose each query and entity type setting keys in the following tag: <object key="query"></object>.
For example:
<list key="report queries">
   <object key="query">
     <setting key="sql">SELECT EV.LastModifier, EV.DateCreated, EV.ClassDescription, EV.AuditActionType,RC.RecordCategoryName AS EntityName, RMF.PathName, RC.Aggregation FROM (Event EV INNER JOIN RecordCategory RC ON EV.SourceObjectID = RC.ID)INNER JOIN RMFOLDER RMF on RC.parent=RMF.This WHERE EV.DateCreated >= {?start_date} AND EV.DateCreated <= {?end_date} AND EV.LastModifier = '{?user_name}' AND RC.this INSUBFOLDER '/{?fileplan_name}'</setting>
     <setting key="my_entity_type">RecordCatagory</setting>
   </object>
   <object key="query">
      <setting key="sql">SELECT EV.LastModifier, EV.DateCreated, EV.ClassDescription, EV.AuditActionType,RF.RecordFolderName AS EntityName,RMF.PathName, RF.Aggregation FROM (Event EV INNER JOIN RecordFolder RF ON EV.SourceObjectID = RF.ID)INNER JOIN RMFOLDER RMF on RF.parent=RMF.This WHERE EV.DateCreated >= {?start_date} AND EV.DateCreated <= {?end_date} AND EV.LastModifier = '{?user_name}' AND RF.this INSUBFOLDER '/{?fileplan_name}'</setting>
     <setting key="my_entity_type">RecordFolder</setting>
   </object>
<list>


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Last updated: November 2013
use_report_definitions.htm

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