IBM Enterprise Records, Version 5.1.2    

Viewing and modifying entity properties through Information pages

Each IBM® Enterprise Records entity has an associated set of information pages that you can access by clicking its Get Info icon (get info icon). The information pages of an entity provide property information in views. With appropriate security access, you can view and modify the property values of the entity. From the information pages, you can perform different actions on the entity that you are viewing. These actions usually correspond to the menu associated with the entity in the Browse tab.

To view and modify properties of an entity:

  1. Click the Get Info icon of any entity. The default view for most entities is the Property page. For more information about the displayed properties, see the properties reference topic. The Volume Name field is prefilled with a pattern name that is based on the pattern that you selected during configuration. You can enter in any name in the Volume Name field but you cannot have duplicate volume names. You cannot include any of the following characters as part of the volume name: \ / : * ? " < > |,
  2. To access other kinds of information, click the name of any other information page at the beginning of the panel. Some properties are updated by Disposition Sweep or Disposition Hold, so values can change after these processes run.
  3. To change property values, select text and replace it or select values from menus or other dialog boxes.
  4. Click Apply to save any changes.
  5. Click Exit to close the information page.

If you modify properties in a view but do not apply them before moving to another properties page, the modified page is marked. The page is shown with a pencil icon. If you do not click Apply on each page as you modify it, return to each page with a pencil icon and click Apply. If you do not, those changes are lost when you exit the information pages. Properties are shown as read-only or editable based on the functional rights that are available to your role.

To print properties of an entity:

The Printable View link in some information pages provides a unique list of properties in a format that you can print. For an entity, the printable view list is usually the same regardless of the information page from which you access the report. The content of the report varies depending on the type of entity. To see the Printable View list:

  1. Select the Get Info icon associated with the entity.
  2. Click Printable View on any information page that has the printer icon.
  3. Print the HTML page using the Print option in the File menu.

The following table describes the views that are available on the information pages. Each type of entity has its unique set of views.

View Description
Properties The Properties view is the default view when you open the Information page of an entity. This view shows the properties associated with the current entity. An asterisk indicates that a property value is required. You can use this view to review and modify the properties of the entity.
Security Classification This view shows security classification properties. You can use the Security Classification view to edit metadata properties for the classified record, after the record is filed. For more information, see the security classification properties topic.
Disposition Using the Disposition view, you can change the disposition schedule currently associated with the entity. This view allows you to either inherit the disposition schedule of the parent entity or associate another disposition schedule. You can also change the user or group that is designated for the disposal of the entity. For more information about associating a different disposition schedule with an entity, see the changing the disposition schedule associated with an entity topic.
Vital Record Using the Vital Record view, you can specify whether the category/folder contains vital records. In this view, select the event that triggers the periodic review or update of vital records. Also select the action to be run when the Review event occurs. For more information, see vital records topic.
Condition Using the Condition view, you can specify the triggering criteria for an internal event. You can select the condition operators, specify property values, and create join type conditions that trigger the internal event. You can also define more properties for the selected entity type. For more information, see internal event topic.
Security Using the Security view, you can view or edit the security settings of an entity (depending upon your security permissions). Security settings determine the users and groups who can access the entity, and control their security permissions. You can also apply a security policy to control security settings. For more information about specifying the security of an entity, see the object security topic.
Filed In

The Filed In view is shown only for records. You can use this view to see a list of entities where the currently selected record is filed. You can view:

  • The complete path of entities where the record is filed.
  • The date when the record was created.
  • The user who created the record.

For more information, see the view the containers topic.

Detail

Using the Detail view, you can review the read-only properties of an entity/associated object and their values.

For a record category, record folder, volume, and record, the Detail view shows the properties categorized into different groups. The names of these groups are General, Disposition, Vital, Physical, and Additional Record Details. You can show and hide properties that belong to a particular group by clicking the show and hide details icons next to the group name: Show details hide details

Links A link represents a relationship between 2 entities. Using the Links view, you can see the different links associated with an entity. You see the Links view on the Information page of only record folders and records. For more information, see the view and modify link topic.
History Using the History view, you can track the operations performed on each IBM Enterprise Records entity. Track entities in IBM Enterprise Records to monitor the operations that are performed on IBM Enterprise Records entities. These operations are creation, disposal, access, move, copy, and reallocation of a disposition schedule. For more information about tracking an entity, see the viewing audit log entries topic.
Holds Using the Holds view, you can view, modify, or delete the disposal holds placed on the entity. For more information, see the topic about disposition holds.
Reason When you view information pages for a disposition schedule, the default view is Reason. If you are going to change anything, enter a reason for the change. Otherwise, select the appropriate view.
Schedule In this view, you can change the schedule name, description, and disposition authority for the selected disposition schedule.
Phases If the disposition schedule you are viewing has phases, they are listed in this view. You can remove a phase by clicking its check box and you can add more phases by clicking Add New. Click the title of a phase for more detailed information or to change that information.
Entities On Hold This view shows entities on which a particular hold is placed. From this view, you can remove the hold on an entity, or use a search to filter the display of the entities on hold. For more information, see the view entities on hold topic.

Information pages actions

Information pages also include actions appropriate for the type of entity. These actions are located at the end of the panel. The following table describes the actions that are available on the information pages.
Icons Information actions

Delete icon

Delete Use the Delete action to delete an entity. For information about how to delete various entities, see the help topics about deleting and also the creating and managing security classification guides topic.
Close icon Close Use the Close action to restrict the creation of child entities within a record category, record folder, or volume. See the close and open container topic.
Relocate icon Relocate Use the Relocate action to move a record category or record folder and all of its contents to a different location in the file plan. See the relocate a category or folder topic.
Reopen icon Reopen Use the Reopen action to reopen a closed record category, record folder, or volume. See the close and open container topic.
Activate icon Activate Use the Activate action to reactivate an inactive record category or record folder. See the making categories or folders active or inactive topic.
Inactivate icon Inactivate Use the Inactivate action to deactivate a record category or record folder. If a container is inactive, you cannot create new entities within the container. You do not see the inactive container when declaring a record. See the making categories or folders active or inactive topic.
Place On Hold icon Place On Hold Use the Place On Hold action to suspend or stop the execution of disposition actions on a record category, record folder, volume, or record. Also, when an entity is on hold, it cannot be deleted using the Delete action. See the placing entities on hold topic.
Initiate Disposition icon Initiate Disposition Use the Initiate Disposition action to run a disposition schedule for an entity. See the initiating a disposition schedule topic.
File icon File Use the File action to file a reference to a record in another location in the same file plan. See the file records topic.
Move icon Move Use the Move action to move a record from one location to another within the same file plan. For more information, see the move records topic.
Create Link icon Create Link Use the Create a Link action to create a link from a record or record folder to another object. For more information, see the creating a link topic.
Launch/Charge Out icon Launch/Charge Out Use Launch/Charge Out to run a workflow. For general information about workflows, see the workflows topic.
Copy icon Copy Use the Copy action to copy a record to another location in the same file plan. See the copy a record topic.
Declassify icon Declassify Use Declassify to remove any level of classification from a record.
Upgrade Classification icon Upgrade Classification Use Upgrade Classification to upgrade the classification of a record. You can use this link to classify a previously unclassified record or to upgrade the current security classification level, such as from Secret to Top Secret.
Downgrade Classification icon Downgrade Classification Use Downgrade Classification to downgrade the classification of a record. You can use this link to downgrade the current security classification level, such as from Top Secret to Secret). To move from any classification level to unclassified, you must use Declassify.
Undeclare icon Undeclare Use Undeclare to revert the creation of a record. See the topic about undeclaring a record.
Initiate Remove Hold Request icon Initiate Remove Hold Request Use Initiate Remove Hold Request to initiate removing conditional holds. This action removes the hold from associated entities when the next Hold Sweep runs. See the removing a disposition hold topic.
Cancel Remove Hold Request icon Cancel Remove Hold Request Use Cancel Remove Hold Request to cancel a remove hold request. You can cancel a remove hold request before the next Hold Sweep runs. See the removing a disposition hold topic.
Activate for Hold Sweep Processing icon Activate for Hold Sweep Processing Use Activate for Hold Sweep Processing to reactive the hold process. This action sets the hold to be processed when the next Hold Sweep runs. You can also put an entity back on conditional hold when the next Hold Sweep runs using this action. See removing a disposition hold topic.
View Document Info icon View Document Info Use View Document Info to show the Workplace information pages of the record. See the view the document info of a record topic.
Manage Pattern Level icon Manage Pattern Level Enter pattern strings for naming patterns that automatically name various entities at various levels in the file plan.
Run Security Script icon Run Security Script Use Run Security Script to add new members to the IBM Enterprise Records groups to set all the security for IBM Enterprise Records related classes and folders. See the setting security topic.
Import Templates icon Import Templates Use Import Templates to import the IBM Enterprise Records Physical Template and the IBM Enterprise Records Search Template. See the importing sample templates topic.
Convert to FPOS and ROS icon Convert To FPOS and ROSUse Convert to FPOS and ROS to add a file plan object store to a configured records object store. See the converting to FPAS and ROS topic.
Include Classified Document icon Include Classified DocumentUse Include Classified Document to indicate whether the object store contains classified documents. See the adding classified document properties topic.
Include NARA Properties icon Include NARA PropertiesUse Include NARA Properties to indicate whether the object store contains documents with National Archives and Records Administration (NARA) properties. See the add NARA document properties topic.


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Last updated: November 2013
rm_information_views.htm

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