IBM FileNet P8, Version 5.2            

Set Declare Records

If your template is being created for documents that should be declared as records, you can specify the declare record behavior and a declare record entry template. The Author Record Entry Template Access site preference determines which users see this step.

To specify declare record settings:

  1. Click Browse/Search for Declare Record Template if you want to place the declaration process under the control of an entry template.
    1. Select the object store that has the entry template.
    2. Navigate to the declare as record entry template and click Select beneath its name.
  2. Specify how the record declaration option is available to the user, as follows:
    • Always declare an unclassified record - When the user finishes adding a document with the entry template, it is automatically declared as an unclassified record with no further input required from the user.
    • Optionally declare an unclassified record - After adding the document, the user is prompted to Declare as Record from the Add Document confirmation page. If the user chooses to do so, the Declare as Record wizard starts.
    • Optionally declare a classified record - After adding the document, the user is prompted to Declare as Record from the Add Document confirmation page. If the user chooses to do so, the IBM® InfoSphere® Enterprise Records Security Classification Wizard, which manages the record declaration and classification, starts.
    • Optionally declare a record with or without classification - After adding the document, the user is prompted to Declare as Record from the Add Document confirmation page. If the user chooses to do so, the user can declare either an unclassified or classified record. If the user chooses to declare an unclassified record, the Declare as Record Wizard starts. If the user chooses to declare a classified record, the IBM InfoSphere Enterprise Records Security Classification Wizard starts.
    • Never declare as record - After adding a document, the user is not prompted to Declare as Record from the Add Document confirmation page.
      Note: If you selected the Yes, use entry template for checkin check box in the Set properties step, subsequent checkins of the document also use this template. If you use major and minor versions of documents, it's likely that the user might not want minor versions declared as records. Therefore, instead of selecting Always declare, a better choice might be to select Optionally declare, which allows the user to choose whether to declare the version being checked in.


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Last updated: March 2013
et_set_declare_records.htm

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