IBM Enterprise Records, Version 5.1.2    

Charge out physical entities

Since physical entities cannot be seen online, you need to arrange to have the items sent to you. This process, called charge out, also runs the Physical Records Management (PRM) workflow that tracks where the entities are at each step. You can charge out individual records (one at a time) or any of the containers that hold physical items.

The PRM workflow spans the entire cycle of reserving, receiving, and releasing the entity to the next user. The workflow also tracks delays in receiving or releasing the entity. In addition, it tracks entities lost in transit or by the user who is currently listed as being in possession of the entity. Tracking an entity using the PRM workflow requires that all participants accurately note where an entity is at all times. The participants respond to tasks in their inboxes in a timely manner.

You can charge out physical entities through Application Engine, Workplace XT, or IBM® Enterprise Records. If you charge out physical entities from Workplace, go to the FPOS and open the Records Management folder. Then open the file plan folder and go to the object in the appropriate file plan location.

For information about the charge-out status of an entity, select its Get Info icon and select the Detail page. In the Physical section of this page, you can see the location, home location, and charge-out status of the entity. You can also see who has it charged out. If the entity has a barcode, you can also check its charge-out status using Scan Physical Items in the Physical tab. For more information, see the scanning a physical entity topic. Finally, select Status in the PRM workflow step to get status using the Tracker application.

Inboxes used by the PRM workflow

As the entity travels and users receive and release it, work items are generated. A user's inbox shows some of the items and some are shown in public inboxes. User and group security settings determine who can see the public inboxes. These settings determine who can open a workflow step. These settings determine who can see the charge-out status of an entity using Scan Physical Items. The PRM workflow can populate the following public inboxes with work items.

Charge out procedure

Charging out an entity begins with selecting Launch / Charge out from its menu. Thereafter, work items show up in the personal inboxes of participants or work items go to the public inboxes. When an entity is first charged out, the system shows that the requesting user charged it out to the specified location. However, the keeper must release the item before the requesting user actually has it.

Launch Workflow

To charge out a physical object:
  1. From Application Engine, Workplace XT, or IBM Enterprise Records, right-click the name of the physical entity and select Launch / Charge Out.
  2. Click Launch under the name of the workflow subscription you want to use. A default subscription is supplied for each physical entity type.
  3. Complete the rest of the Launch / Charge Out step.
  4. After completing the Launch / Charge Out step, close the window that lists the workflow subscriptions.
The various steps of the workflow share some common items.
Table 1. Workflow steps
Workflow Step Items Description
Instructions At the beginning of the window, there are instructions for completing the step. These instructions are written by the workflow designer. If you do not see the instructions, click the arrowhead next to the word Instructions.
Entity name If the entity is a container, click the name to open the container and see what it contains. If the entity is a single physical record, it has no content, so you get a message to that effect.
Comments Enter comments directly in the Comments box. Or click the icon in the text box for a larger window.
Action menu Items in the menu vary with the step. See the step type information later. Also, the instructions at the beginning of the workflow window offer guidance on what to select.
Location Click Location to see a list of locations. Click Select on the location where you want an entity delivered.
Reservation date Click the calendar icon to select the date you want to reserve an entity. If the entity is not currently charged out, select today. If the entity is charged out, select today or a future date, but the system does not necessarily show the date you select. The system determines reservation dates as the entity moves from 1 location to another.
Information columns Different steps might show who had the item, where it is located, the reservation and request dates, and who receives it next.
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. This step is useful when you want to declare that an item is currently lost, but you think you can find it. This step avoids taking the more permanent action that would be generated by using Complete.
Reassign This step 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 step opens the Tracker application.
Complete Complete finishes the workflow step and is the usual choice.

Launch step

To complete the Launch step:
  1. Click Location to select the location where the entity is delivered.
  2. Click the calendar icon to set a Reservation Date. If the entity is not charged out, you must select today. If the entity is charged out, you can select today or a future date. The reservation date is used to prioritize multiple requests.
  3. Click Launch to initiate the workflow or Close to close the window without launching.

Receive step

A Receive step is listed as an Approve step in your inbox, but when you open it, the page title is Receive Step. You get the Receive step when the previous user (or keeper) releases the item and you are next in line to receive it. If you did not receive it yet, you can see who is delivering it, where it was last located and how it is to be delivered. If you do not receive the item after waiting a reasonable amount of time, you can indicate that you did not receive it. This response generates a work item for the Find Lost queue. If you are the keeper, you get a Receive step when the last user releases the item. To complete the Receive step:
  1. Select the appropriate action. If you received the entity, select Received; otherwise, select Not Received.
  2. Finish the step by selecting the appropriate option. See the options a different section of this topic: Launch Workflow.
Attention: It is possible that you do not receive the entity because of a delay. This delay can be caused by the delivery service or the user currently working with the entity. It is also possible that the entity is lost in transit. In this case, you receive a message notifying you of the status of the entity.

Release step

A Release step is listed as an Approve step in your inbox, but when you open it, the page title is Release Step. The Release step must be completed by the current entity holder, which can be either the keeper or a user who charged out the item. You indicate the method of delivery, if there is any delay in the delivery, or if the item is lost. Deliver the item to the requesting user at the charged out location. To complete the Release step:
  1. If appropriate, enter the Delay Time in hours to indicate the extent of a delay in releasing the entity.
  2. Enter any appropriate comments, such as an explanation for a delay.
  3. Select the appropriate option from the Action list.
    • Deliver Manually means that you are going to manually deliver the entity to the user who is next in line.
    • Select Lost, if you do not know where the entity is. A work item is sent to the PhysicalEntitiesFindLostQueue public inbox.
    • Select Delivery Service if you want to use a delivery service. A work item is sent to the PhysicalEntitiesDeliveryQueue public inbox.
    • Select Delay if you entered a delay time. A delay notification is sent to all the users who are waiting in queue.
  4. Finish the step by selecting the appropriate option. See the options in a different section of this topic: Launch Workflow.

Wait Queue step

When you reserve an entity and are next to receive it, the work item in the Wait queue shows your name as the requesting user. Users authorized to access this queue can view information, but there is nothing to complete. To view the Wait Queue step:
  1. Click the work item in the PhysicalEntitiesWaitQueue public queue.
  2. After reviewing the work item, click Close.

Reserve Queue step

The PhysicalEntitiesReserveQueue public inbox contains work items for each user who is waiting for delivery. Authorized users can open each work item to see who requested the entity, their request dates, and the requested locations. You can modify the reservation dates to change the priorities of users. To complete the Reserve Queue step:
  1. Click the work item in the PhysicalEntitiesReserveQueue public inbox.
  2. Optionally modify the Reservation Date to change the priority of users waiting for the item.
  3. Click Apply and Close.

Find Lost Item step

When an entity is declared as Lost, the system sends a work item to the PhysicalEntitiesFindLostQueue public inbox. If you are authorized to access this inbox, you can click the work item to view the Find Lost Step page and update the status. Either you find and deliver the entity or you declare it as permanently lost. This action notifies all affected users and terminates all PRM workflows run for that entity. In addition, when a user attempts to run a workflow for that entity, the system immediately sends a notification about the lost status of the entity. To complete the Find Lost Item step:
  1. Enter your comments.
  2. From Action menu, select Lost if you want to declare that the entity is permanently lost. Select Delivered if you find the entity and deliver it to the user whose name is in the Requested By field.
  3. Finish the step by selecting the appropriate option. See the options a different section of this topic: Launch Workflow.
After an entity is marked as permanently lost, there is no way to indicate that it is found at a later date. Anyone who attempts to charge out the entity in the future receives the message that the entity is lost. If the lost item is a container that is found later, its contents cannot be charged out. Anyone attempting to charge out items from a previously lost container gets a message that the parent is charged out.

Delivery Service step

When a user selects the delivery service to send a physical entity, the system sends a work item to the PhysicalEntitiesDeliveryQueue public inbox. If you are authorized to access this public inbox, you can click the work item to complete the Delivery Step page. To complete the Delivery step:
  1. Enter any appropriate Comments.
  2. From the Action list, select Lost if you cannot find and deliver the entity. This action sends a work item to the PhysicalEntitiesFindLostQueue public inbox. If necessary, that group indicates that the entity is permanently lost. Select Delivered if you deliver the entity to the user who requested it.
  3. Finish the step by selecting the appropriate option. See the options a different section of this topic: Launch Workflow.

Message step

The Message Step page notifies you of the status of the physical entity you run the PRM workflow for. This page is sent as a work item to your inbox. You receive it in any of the following situations: To complete the Message step, click Complete.


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Last updated: November 2013
launching_and_completing_the_prm_workflow.htm

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