IBM Enterprise Records, Version 5.1.2    

IBM Enterprise Records site preferences

The Site preferences page contains settings that control how the IBM® Enterprise Records application looks and performs at your site. In addition, IBM Enterprise Records also uses a number of settings from Workplace or Workplace XT to further configure the appearance of the IBM Enterprise Records application.

IBM Enterprise Records settings

The Default Settings column in the panel shows the settings of the product at its initial release. If you set a value that is different from the default, that individual setting is used instead.
You can hover over the information icon, if available, to get additional information.
  • Documentation server URL: You can link to the online information center on www.ibm.com or to a local information center that you install and deploy. Internet access is required for the online information center. See the link to the Installing IBM Enterprise Records documentation topic at the end of this topic for more information. Choose one of the following options:
    • To link to the 5.1 version of the IBM FileNet® P8 online information center, use the following base URL:
      http://publib.boulder.ibm.com/infocenter/
      p8docs/v5r1m0/topic/com.ibm.p8.ier.user.doc
    • To link to a local information center, enter the base URL in the following format:
      http://server-name[:port]/
      application-name/topic/com.ibm.p8.ier.user.doc
      where:
      • server-name is the name of the server where the IBM Enterprise Records information center is installed.
      • port is the optional port number.
      • application-name is the name of the deployed IBM FileNet P8 documentation application. If you install a local information center, the application name is typically p8docs.
  • Disposition schedule wizard: The Default setting shows a detailed wizard with additional schedule options when creating a disposition schedule wizard in the application. The Simple setting provides a minimum number of schedule options. This setting defaults to system-created entities like auto destroy actions and phases, and options to specify the trigger event and deletion time frame.
  • Show vital records step when you create containers: The Yes setting shows the Set Vital Record step and all of its associated settings in all of the container creation wizards like categories, folders, and volumes. The No setting eliminates the Set Vital Record step, simplifying the process.

Workplace or Workplace XT settings

Use the Site Preferences tool in Workplace or Workplace XT to set site preferences for IBM Enterprise Records. The following table includes IBM Enterprise Records information about some Workplace or Workplace XT site preference settings. The table also includes the Workplace or Workplace XT site preference view in which the settings exist. IBM Enterprise Records applies only the settings included in the table.
Preference view Site preference Description
General > User Settings > Display Default list view IBM Enterprise Records supports only the Detailed list view and ignores this setting if set to Magazine.
General > User Settings > Display Confirmation page visibility IBM Enterprise Records applies this preference.
General > User Settings > Display Date format IBM Enterprise Records applies this preference.
General > User Settings > Display Time format IBM Enterprise Records applies this preference.
General > General Settings > Display Magazine list view page size IBM Enterprise Records uses this preference in Select Object links that open in a separate dialog, for example, Select Disposal Schedule. However, the Browse view in IBM Enterprise Records does not apply this preference.
General > General Settings > Display Detailed list view page size IBM Enterprise Records applies this preference.
General > General Settings > Display Choice list size IBM Enterprise Records applies this preference.
General > General Settings > Display Group and User maximum filter size IBM Enterprise Records applies this preference.
General > General Settings > Display Maximum number of items returned by searches IBM Enterprise Records does not apply this preference.
General > General Settings > Display Format dates using server time zone IBM Enterprise Records applies this preference.
General > General Settings > Display Navigation row size IBM Enterprise Records applies this preference in some views, for example, when a user is setting the default file plan and when showing search templates and stored searches.
General > General Settings > Application Records Management Installed Indicates whether the IBM Enterprise Records application is installed. Set this value to Yes after IBM IBM Enterprise Records is installed to enable other IBM Enterprise Records site preferences.
General > General Settings > Folder Filter Maximum number of documents before filtering IBM Enterprise Records uses this preference to limit the number of records that are returned from the Content Platform Engine to show in the Browse view of IBM Enterprise Records.
General > General Settings > Folder Filter Maximum number of custom objects before filtering IBM Enterprise Records uses this preference to limit the number of custom objects that are returned from the Content Platform Engine to be shown in IBM Enterprise Records. Custom objects are items such as disposition schedules, holds, and others.
General > General Settings > Author Security page visibility IBM Enterprise Records uses this preference to determine whether to show the Security page when a user is creating IBM Enterprise Records entities, such as file plans, record categories, and record folders.
General > General Settings > Records Management Default File Plan Specifies the file plan that acts as the default file plan when users log on to the IBM Enterprise Records application. For more information, go to the Setting the default file plan link at the end of this topic.
General > General Settings > Records Management Report application server path Specifies the name of the server that hosts the Crystal Reports Application Server. For more information, go to the Setting the report application server path site preference link at the end of this topic.
Object Stores > Names Folder Name IBM Enterprise Records uses this preference as the default property when showing folders in a list view.
Object Stores > Names Document Name IBM Enterprise Records uses this preference as the default property when showing documents in a list view.
Object Stores > Records Management Support File Plan Indicates whether the currently selected object store can contain file plans, that is, the hierarchy of records management entities to classify records. Set this preference to Yes if you want the object store to act as an FPOS.
Object Stores > Records Management Support Declare Records Indicates whether the currently selected object store can contain records.
Object Stores > Records Management Default File Plan Specifies the file plan that is the default file plan for Workplace. For more information, go to the Setting the default file plan link at the end of this topic.
Object Stores > Editable Link Classes Add Link Class IBM Enterprise Records uses this property for IBM Enterprise Records Link classes. For more information, go to the Setting the link class site preference link at the end of this topic.
Bootstrap > Preference Settings Object store location IBM Enterprise Records applies this preference.
Bootstrap > Preference Settings Preference name IBM Enterprise Records applies this preference.
Author Page Records Manager Includes preference settings for the Records Manager item that users can use to start the IBM Enterprise Records application from Workplace. These settings include:
  • Name, icon, and description of the Records Manager item.
  • URL of the IBM Enterprise Records application to be started when a user clicks the Records Manager item, such as http://servername:port/RecordsManager. If you install IBM Enterprise Records on WebSphere® Application Server, provide the URL as http://servername:port/RecordsManager/RMHome.jsp where RMHome.jsp is the additional component that is to be included in the path. If you do not specify the name of this JSP page, the user is required to re-enter the user name and password when accessing IBM Enterprise Records from Workplace.
  • The Workplace location. Whether the Records Manager item is shown in the Advanced tools, General tools, or Admin tools section of Workplace, and the general appearance of the Records Manager item.
  • The groups who have permissions to use the Records Manager item.
Author Page Request Record Folder Includes preference settings for the Request Record Folder item that users can use to open the Create Record Folder workflow. For more information, go to the Set the Request Record Folder site preference link at the end of this topic.

Changing the base URL settings

IBM Enterprise Records uses the Workplace or Workplace XT Base URL that is stored in the Site Preferences to link to Workplace. The Workplace Base URL is initially set from the first URL request that Workplace receives after logging in when the Administrator sets the initial bootstrap preferences after installing the Application Engine. However, if changes are made to the base URL you can no longer link your IBM Enterprise Records application with Workplace. To continue linking IBM Enterprise Records with Workplace, you must refresh the Workplace Base URL whenever you do the following tasks:

To refresh the Workplace Base URL:

  1. Open Workplace and sign in as a member of the Application Engine Administrators group.
  2. Select the Admin tab and click Site Preferences.
  3. From the Site Preferences page, click the bootstrap link.
  4. On the bootstrap page, note the Object Store Location. This setting is the object store that holds the preference file and Preferences under Preference Settings. This setting is the name of the preference file.
  5. Log on to IBM Administration Console for Content Platform Engine.
  6. Locate the Object Store that holds the preferences and expand it. Click Root Folder > Preferences Folder.
  7. In the Preferences folder, find the Site Preferences for <preference_file_name>.
  8. Check out and edit the file.
    1. Search for the following string <setting key="RMBaseURL">
    2. Replace the value of this <setting> tag to reflect the new base URL. For example,
      <setting key="RMBaseURL">http://localhost:8080/RecordsManager</setting> changed to 
      <setting key="RMBaseURL">http://localhost:7001/RM</setting>
  9. Check in the site preference file.
  10. Restart the server for the new preferences to take effect.


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Last updated: November 2013
rm_site_preferences.htm

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