IBM Enterprise Records, Version 5.1.2    

Event handlers

IBM® Enterprise Records provides the following sample events for Base, DoD, and PRO data models.

You can customize the samples as needed. See the readme file in the Events folder in the software package.

Table 1. Events and descriptions
Events Description
RMAutoDeclare

Configures auto-declaration of records. When a user performs a specific operation (such as check-in or file into a folder) on a document in a Records Object Store (ROS), IBM Enterprise Records automatically creates a corresponding electronic record in a specific file plan object store (FPOS). You can also configure this sample event to declare every document that belongs to a specific document class when a user checks in the document.

The sample event supports unclassified declaration of electronic record only. This event must be configured to use asynchronous and NOT synchronous events.

RMAutoSynchronizeProperties

Synchronizes the properties of records and their associated documents. For example, when a user updates a property value of a record, IBM Enterprise Records updates the corresponding property value in the associated documents as well.

This sample event works for properties that use the same symbolic name. You can synchronize from document to record or from record to document, but not both. If you synchronize from record to document, IBM Enterprise Records updates the document when the corresponding property of the record is updated.

This event also synchronizes property aliases across object stores either from record to document or from document to record, but not both.

RMUpdateDateDeclared

RMLastRetrievalOfRecord

Together, these sample events determine when to dispose of the container. These sample events also ensure that a disposition schedule does not dispose of a container where records are recently declared or retrieved.

IBM Enterprise Records applies this sample event to the Volume and Box classes and sets the Date Last Declaration on the parent folder when a user declares a record.

For the PRO data model, IBM Enterprise Records automatically subscribes the RMUpdateDateDeclared event to the Volume or Box class, and you need to enable the event. For the other data models, you must run the import script to create the RMUpdateDateDeclared event and subscribe to the Volume or Box class.

RMLastRetrievalOfRecord sets the date of the last review of the content of a record to the LastRetrievalofRecord property of the folder.

RMSecurityPropagation

(PRO Only) Used only for the PRO data model, this sample event sets the marking value of the Security Category property of the record, volume, and record folder (but not record category) based on the highest level of an associated entity.

For example, when the propagation is from record to folder, IBM Enterprise Records updates the security of the parent folder if the security of the record is higher than its parent folder. Other folders in which the record is filed are not affected.

When the propagation is from folder to record, IBM Enterprise Records updates the security of records at a low security level to the highest security level of their parent folders

The setting in System Configuration for the PRO FPOS controls how security is propagated. This propagation can be from folder to record, from record to folder, both, or no propagation allowed.

RMSendEmailOnSupercede

This sample event causes an email to be sent each time a record is superseded by a new version. The email message contains the details about the description of the superseding, and the date and time it was superseded. The email is sent when the container has the disposition schedule that defines a trigger based on a supersede event.

Restriction: This event is not supported in JBoss or WebLogic.

IBM Enterprise Records sample event handler JAR files are stored as code modules in the target object store. The advantage is that you can add or update the event handler by checking in a new version without restarting the application server. Configuring IBM Enterprise Records sample events is as follows:

Create event actions

Before starting this procedure, make sure the folder named CodeModules exists under the root folder of the object store where you are about to create event actions. If such a folder does not exist, follow the instructions in the IBM FileNet® P8 Platform Installation and Upgrade Guide to create the folder.

To create event actions:
  1. Copy the folder under the CD root, ~CDRoot\RecordsManager.<platform>\Events, to the server where you run IBM Administration Console for Content Platform Engine. This folder contains the import scripts, JAR files, and configuration files.
  2. Run the appropriate import scripts to create event actions you want to use.
    1. Right-click on the target IBM Enterprise Records object store.
    2. Select Import All.
    3. On the Import Helper dialog, Import Options tab, Import Manifest File field, browse to the folder you copied. Select the import script for the required event. Each file is named after the event. For example, the import file for the RMAutoDeclare event is named RMAutoDeclareImport.xml.
    4. On the External Content Path field, browse to the ~\Events\lib folder.
    5. Click Import.

    After the import is completed, you see an "Import Success" message. The event action can be created under the Event Action folder of the object store. The code modules are created in the Code Module folder.

Customize configuration files

RMAutoDeclare and RMSendEmailOnSupercede events have their own configuration files. The import script creates the files in the object store:

Check out the configuration file either from Workplace or Workplace XT or IBM Administration Console for Content Platform Engine. After editing, check it in. For more information, see the configuring autodeclaration of records topic. For the RMSendEmailOnSupercede file, the comments preceding the line you modify are self-explanatory: SMTP host, port number, sender, and receiver email addresses.

Create subscriptions

Each event requires subscriptions to one or more classes.

Subscription to the RMAutoDeclare event

To create the subscription:
  1. In IBM Administration Console for Content Platform Engine, go to the Object Stores/ROS/Document class or subclass where you want to create the subscription.
  2. Right-click the class and select Add Subscription.
  3. Specify a unique name and a description for the subscription.
  4. Select the Applies to all instances radio button.
  5. On the Specify Triggers screen, select the Check In event trigger.
  6. On the Specify Event Action screen, select the event action you imported.
  7. On the Specify Additional Properties screen, clear the Synchronous check box, check or clear the Include Subclasses check box as appropriate for each event, and complete the wizard.
To subscribe to the Folder class or subclass:
  1. In IBM Administration Console for Content Platform Engine, go to Object Stores/ROS/Folder class or subclass where you want to create the subscription.
  2. Right-click the class and select Add Subscription.
  3. Specify a unique name and a description for the subscription.
  4. Select the Applies to all instances radio button.
  5. On the Specify Triggers screen, select the File event trigger.
  6. Clear the Synchronous check box, check or clear the Include Subclasses check box as appropriate, and complete the wizard.
To subscribe to a specific folder in the ROS:
  1. In IBM Administration Console for Content Platform Engine, go to the folder where you want to create the subscription.
  2. Right-click the folder and select New Subscription.
  3. Specify a unique name and a description for the subscription.
  4. Accept the default.
  5. Select the File event trigger.
  6. On the Specify Event Action screen, select the RMAutoDeclare event.
  7. On the Specify Additional Properties screen, clear the Synchronous check box, accept the rest of the default settings, and complete the wizard.

Subscription to the RMAutoSynchronizeProperties event

Subscribing to the RMAutoSynchronizeProperties event synchronizes the properties from the source document to its record, or from the record to its source document.

Do not attempt to synchronize in both directions. This event must be configured to use synchronous events.

To synchronize from the source document to its record:
  1. In IBM Administration Console for Content Platform Engine, go to Object Stores/ROS/Document class or subclass.
  2. Right-click and select Add Subscription.
  3. Specify a unique name and a description for the subscription.
  4. Select the Applies to all instances radio button.
  5. On the Specify Triggers screen, select the Update event trigger.
  6. Select the event action you imported.
  7. On the Specify Additional Properties screen, select the Synchronous check box, but clear the Include Subclasses check box and complete the wizard.
To synchronize from the record to its source document:
  1. In IBM Administration Console for Content Platform Engine, go to Object Stores/ROS/Document class or subclass.
  2. Right-click and select Add Subscription.
  3. Specify a unique name and a description for the subscription.
  4. Select the Applies to all instances radio button.
  5. On the Specify Triggers screen, select the Update event trigger.
  6. Select the event action you imported.
  7. On the Specify Additional Properties screen, select the Synchronous check box, but clear the Include Subclasses check box and complete the wizard.

Subscription to the RMLastRetrievalOfRecord event

To subscribe to the RMLastRetrievalOfRecord event:
  1. In IBM Administration Console for Content Platform Engine, go to Object Stores/FPOS/Other Classes/CustomObject/RM System class.
  2. Right-click and select Add Subscription.
  3. Specify a unique name and a description for the subscription.
  4. Select the Applies to all instances radio button.
  5. In the Specify Triggers screen, select the Creation event trigger.
  6. Select the event action you imported.
  7. In the Specify Additional Properties screen, clear the Include Subclasses check box, select the Synchronous check box, and complete the wizard.

Subscription to the RMSecurityPropagation event (For PRO only)

You can create a subscription to this event for the Record Folder class, the Volume class, or the Record class.

To subscribe to the event for the Record Folder class:
  1. In IBM Administration Console for Content Platform Engine, go to Object Stores/PRO-FPOS/Other Classes/Folder/RM Folder/Record Folder class.
  2. Right-click and select Add Subscription.
  3. Specify a unique name and a description for the subscription.
  4. Select the Applies to all instances radio button.
  5. On the Specify Triggers screen, select the File and Update event triggers.
  6. Select the event action you imported.
  7. On the Specify Additional Properties screen, clear the Include Subclasses check box, and complete the wizard.
To subscribe to the event for the Volume class:
  1. In IBM Administration Console for Content Platform Engine, go to Object Stores/PRO FPOS/Other Classes/Folder/RM Folder/Volume class.
  2. Right-click and select Add Subscription.
  3. Specify a unique name and a description for the subscription.
  4. Select the Applies to all instances radio button.
  5. In the Specify Triggers screen, select the File and Update event triggers.
  6. Select the event action you imported.
  7. On the Specify Additional Properties screen, clear the Include Subclasses check box and complete the wizard.
To subscribe to the event for the Record class:
  1. In IBM Administration Console for Content Platform Engine, go to Object Stores/PRO-FPOS/Document Class/Record class.
  2. Right-click and select Add Subscription.
  3. Specify a unique name and a description for the subscription.
  4. Select the Applies to all instances radio button.
  5. On the Specify Triggers screen, select the Update event trigger.
  6. Select the event action you imported.
  7. On the Specify Additional Properties screen, select the Include Subclasses check box and complete the wizard.

Subscription to the RMSendEmailOnSupercede event

To subscribe to the RMSendEmailOnSupercede event:
  1. In IBM Administration Console for Content Platform Engine, go to Object Stores/FPOS/Document Class/Record class.
  2. Right-click and select Add Subscription.
  3. Specify a unique name and a description for the subscription.
  4. Select the Applies to all instances radio button.
  5. On the Specify Triggers screen, select the Update and Checkin event trigger.
  6. Select the event action you imported.
  7. On the Specify Additional Properties screen, select the Include Subclasses check box and complete the wizard.

Subscription to the RMUpdateDateDeclared event

For the PRO data model, you need to enable the already existing event. To enable the existing event:
  • In IBM Administration Console for Content Platform Engine, go to the Object Stores/FPOS/Events/Event Action folder.
  • Right-click UpdateDateDeclared.
  • Click Enable.

For the DoD and Base data models, subscribe to the Record Category, Volume, and Box classes after you create the event.

To subscribe to the event for the Record Category class:
  1. In IBM Administration Console for Content Platform Engine, go to Object Stores/<FPOS>/Other Classes/Folder/RM Folder/Record Category
  2. Right-click and select Add Subscription.
  3. Specify a unique name and a description for the subscription.
  4. Select the Applies to all instances radio button.
  5. On the Specify Triggers screen, select the File event trigger.
  6. Select the event action you imported.
  7. In the Specify Additional Properties screen, clear the Include Subclasses check box and complete the wizard.
To subscribe to the event for the Volume class:
  1. In IBM Administration Console for Content Platform Engine, go to Object Stores/FPOS/Other Classes/Folder/RM Folder/Volume
  2. Right-click and select Add Subscription.
  3. Specify a unique name and a description for the subscription.
  4. Select the Applies to all instances radio button.
  5. On the Specify Triggers screen, select the File event trigger.
  6. Select the event action you imported.
  7. On the Specify Additional Properties screen, clear the Include Subclasses check box and complete the wizard.
To subscribe to the event for the Box class:
  1. In IBM Administration Console for Content Platform Engine, go to Object Stores/FPOS/Other Classes/Folder/RM Folder/Physical Container/Box
  2. Right-click and select Add Subscription.
  3. Specify a unique name and a description for the subscription.
  4. Select the Applies to all instances radio button.
  5. On the Specify Triggers screen, select the File event trigger.
  6. Select the event action you imported.
  7. On the Specify Additional Properties screen, clear the Include Subclasses check box and complete the wizard.

For information about customizing events, see the FileNet P8 software package.



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Last updated: November 2013
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