IBM Enterprise Records, Version 5.1.2    

Use the disposition workflows

There is information you need to know when using disposition workflows.

About this task

The disposition workflows are similar in appearance. You see the workflows in your Workplace or Workplace XT inbox or in the RecordsManagerApproval public inbox.

Procedure

To run a workflow:

  1. Open your personal inbox
    1. In Workplace, click Tasks in the sidebar.
    2. In Workplace XT, click the Tasks icon.
  2. If the workflow you want to open is not in your inbox, click Public Inboxes and then RecordsManagerApproval.
  3. Click the name of the workflow you want to open.

Results

The following fields and options are common on most workflows. Additional fields are described in the topics for each different type of workflow step.

Instructions

In the window, there are instructions for completing the step. The instructions are written by the workflow designer. If you do not see the instructions, click Instructions to open the box that contains the instructions.

Entity Name

One or more entities are listed. If the entity is an electronic entity, click the name to view the record or open the folder to see the contents of the folder. If the entity is a physical record, the entity has no content. You can also click the Get Info icon to see the information pages if the entity.

Transfer Mapping

A transfer mapping is an IBM® Enterprise Records object that maps Content Engine property names to XML property names.IBM Enterprise Records Transfer tool uses these XML property names to generate an XML file when exporting IBM Enterprise Records entities. You can select a transfer mapping object from the Transfer Mapping menu. For information about transfer mapping objects, see the transfer mappings topic.

For more information about the IBM Enterprise Records transfer tool, see the Transfer tool topic.

Review Comments

You can enter comments directly in the text box. You can also click the icon in the text box for a larger window. Use this window to write or to read longer comments without scrolling. If you use the larger text box, click Update and then Close.

Review Decision

if you approve of the workflow action, select Approve, for each entity.

Select Reject to not apply the action at this time. If you reject, provide a reason in the comments.

Select Hold to indicate that the entity is put on hold. Apply the hold outside of the workflow step as the message indicates when you complete the workflow. The entity is then returned to the state it was in before initiating disposition. For more information about applying a hold on an entity, see the placing entities on hold topic.

Select Change Schedule to use a different disposition schedule for the entity. Assign the new disposition schedule outside of the workflow step. The entity is then returned to the state it was in before initiating disposition. For more information about changing a disposition schedule, see the changing the disposition schedule topic.

Informational columns

Different steps show different information related to the entity and do not require any input.

Apply and Close

You can change information, Apply it, and then Close the window without taking any further action. The work item remains in the same inbox. Apply is also required before completing a workflow if you select Hold for an entity.

Reassign

This option opens a window where you select another user to perform the step. Enter the first few characters of the name and click Search. Select the user and click Continue.

Status

This option opens the Tracker application.

Complete

This option completes the workflow step and moves entities on to the next step in the disposition process.



Feedback

Last updated: November 2013
use_disposition_workflows.htm

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