Actions are used with a workflow to complete an operation
on an entity as part of its disposition, as in a destroy workflow,
for example. You can add an action by selecting an action type and
workflow. Only a System Administrator or a Records Manager can create
an action.
Procedure
To add an action:
- Select the Configure tab.
- Click Actions.
- Click Add Action.
- Enter a name (up to 20 characters) and a description for
the action.
- From the Action Type menu, select
the type of action: Review, Export, Transfer, Destroy, Interim Transfer,
Cut Off, Vital Review, or Auto Destroy. The Auto Destroy action does not have an associated workflow.
If you select Auto Destroy, click Finish. After you create the Auto Destroy action, update the existing disposition schedule to use Auto Destroy by changing the Phase properties. To update
the phase properties, see the modifying a disposition schedule topic.
- If you select the Auto Destroy action,
the Destroy Containees not on hold check box
is displayed. Use Auto Destroy to automatically
delete all entities in a container that are not on hold. This option
destroys all containers not on hold while still preserving the on-hold
containers.
- If you select the Destroy action, the Destroy Containees not on hold check box is displayed.
Use the Destroy workflow to delete all entities in a container that
are not on hold. This option works only for containers that contain
no physical records. This option destroys all containers not on hold
while still preserving the on-hold containers.
- If one of these options is not selected, the containers that have
entities that are on hold are not deleted.
- If this check box is selected and if you correctly set up the
record structure, sweep -autodelete switches
to its high-performance processing mode. There cannot be any multi-filed
records in the object store if you want to trigger high-performance
processing for the Auto Destroy action.
For more details about the high-performance tuning and other
similar topics, consult the IBM® Enterprise
Recordssection of the IBM FileNet® P8 Performance Tuning
Guide.
- Click Associated Workflow to select
a workflow to be started for the action. The following
workflows are provided with IBM Enterprise
Records, but your administrators might add others:
- Cut Off Workflow
- Destroy Workflow
- Export
- Export Workflow With Mapping
- Interim Transfer Workflow
- Interim Transfer Workflow With Mapping
- Disposition Review Workflow
- Screening Workflow
- Two-Step Transfer Workflow
- Two-Step Transfer Workflow with Mapping
- Vital Record Review.
- Click Select from Versions for the
workflow name.
- Click Select for the appropriate
version.
- Click Finish.