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.
- When an item is already charged out, other requesting users set
a Reservation Date. The reservation date is used to prioritize multiple
requests. The entity is passed on other users based on the earliest
reservation date, as shown by work items in the PhysicalEntitiesReserveQueue.
The system does not wait for the reservation date to arrive to generate
new work items.
- If the keeper or other current entity holder requests a delivery
service instead of manual delivery, then the delivery queue gets a
work item. The delivery service either delivers the item or indicates
that it is lost. When the keeper or the delivery service indicates
that the item is delivered, the requesting user gets a Receive work
item. If the delivery service indicates that the item is lost, a work
item goes to the Find Lost queue.
- When the requesting user completes the Receive work item, a Release
work item replaces the Receive work item in the personal inbox. If
the requesting user indicates that the item is not received, a work
item is sent to the Find Lost queue.
- The Find Lost group either finds and delivers the item or indicates
that it is permanently lost. Finding and delivering the item generates
a Receive work item in the user's inbox. Indicating that the item
is lost sends messages to affected participants (users in the Wait
and Reserve queues) and all remaining work items are terminated. Indicating
that an item is permanently lost is done only if you are sure that
the entity will not be found in the future. There is no way to indicate
later that a lost entity is found. All users who attempt to charge
out the entity in the future receive a message about the lost status.
- When you are done using the item, complete the Release work item
and deliver the entity to the next person or to the keeper. The keeper
then completes the Receive work item.
- If you try to charge out an entity whose parent container is charged
out, your only option is to close the Launch step window. You can
charge out the parent container. This action puts you in the queue
with others who might be waiting. Or you can try charging out the
child entity later. If you try to charge out a container when one
or more of its content items are charged out, you get a message. The
message indicates that there is a Child Charge Out. You need to try
again later.
Launch Workflow
To charge
out a physical object:
- From Application Engine, Workplace XT, or IBM Enterprise
Records, right-click the name
of the physical entity and select Launch / Charge Out.
- Click Launch under the name of the workflow
subscription you want to use. A default subscription is supplied for
each physical entity type.
- Complete the rest of the Launch / Charge Out step.
- 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 stepsWorkflow 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:
- Click Location to select the location where
the entity is delivered.
- 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.
- 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:
- Select the appropriate action. If you received the entity, select Received; otherwise, select Not Received.
- 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:
- If appropriate, enter the Delay Time in
hours to indicate the extent of a delay in releasing the entity.
- Enter any appropriate comments, such as an explanation for a delay.
- 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.
- 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:
- Click the work item in the PhysicalEntitiesWaitQueue public queue.
- 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:
- Click the work item in the PhysicalEntitiesReserveQueue public
inbox.
- Optionally modify the Reservation Date to
change the priority of users waiting for the item.
- 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:
- Enter your comments.
- 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.
- 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:
- Enter any appropriate Comments.
- 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.
- 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:
- The current entity holder delays release of the entity.
- The entity is lost by the delivery service or the current entity
holder.
- There is an error in the PRM workflow.
- The parent or child entity of the requested entity is already
charged out and no work item was sent to any queue. (The Wait and
Reserve queues are used only when the entities match.)
- The entity you run the workflow for is not a physical entity.
To complete the Message step, click
Complete.