If you do not have security permissions to create a record
folder that you need, you can send a request to have it created. After
you provide details about the folder, a workflow is started for a
Records Manager or other authorized user, if the default workflow
was changed. You make this request in Application Engine or Workplace XT.
About this task
The
Create Record Folder workflow
feature is optionally installed by the administrator, and might not
be available in your environment. When the
Create Record
Folder workflow is started, the record folder creation
request is displayed as a work item in the RecordsManagerApproval
Public Inboxes in
Application Engine or
Workplace XT. If the
Records Manager approves the request, the folder is created and you
receive a 'successfully created' workflow message in your inbox. If
the request is not approved, you receive a message about the rejection.
Click
Complete to remove the workflow from
your inbox.
Procedure
To request creation of a record folder and start the Create Record Folder workflow:
- In Application Engine,
go to the Author view and select General Tools. In Workplace XT, go to Browse mode and select the Tools link.
- Click Request Record Folder.
- Select the type of folder you want to create.
- Specify a name for the folder.
- Select the category or folder in which you want the new
folder to be created.
- Click Launch.
Results
Important: The Tools link
is only available if you configure it in .
Approve creation of a record folder
The Approve Step page helps the records manager
approve or reject the record folder creation request and enter the
reasons for approval or rejection. This page also displays the folder
name and path where the user requests the folder to be created. At
the beginning of the page, you can view the instructions for completing
the Approve step of the workflow. If the instruction text is not visible,
click: 
To approve or reject creation
of a record folder:
- In Application Engine or Workplace XT, go to Tasks view and select Public Inboxes.
- Select RecordsManagerApproval.
- If you approve the record folder creation, click CreateFolder. This action opens the Add Record Folder page
of the IBM® Enterprise
Records application.
From this panel, create the requested record folder at the specified
location in the file plan. For more information about creating record
folders, see the adding a record folder topic.
- After you create the record folder, select Approved from the Approve Decision menu. If you do
not approve, click Reject from the Approve Decision menu.
- Enter the reason for rejecting the record folder creation request
in the Reason text box.
- Click Apply to save the required changes,
or click Exit to ignore the changes. Exit closes the Approve step page
leaving the work item in the inbox.
- Click Reassign to assign the task of approving
the record folder creation to some other user.
- Click Status to check the status of the Create Record Folder workflow.
- When finished, click Complete.