IBM FileNet P8, Version 5.2            

Declaring documents as records

When declaring a document, be aware that there can be issues if the document is part of a compound document. When adding child documents to parents, settings can be specified that interfere with the normal disposition schedule of related documents. A setting that prevents any document (parent or child) from being deleted can interfere with the normal schedule of deleting documents when they are due to be deleted. Similarly, specifying that a child document is to be deleted when its parent is deleted can interfere with the normal disposition process of the child document. See Configuring IBM® InfoSphere® Enterprise Records for details about the consequences of various settings.

Note: Any application making use of DITA file functionality creates the components as compound documents; therefore the rules that apply to compound documents also apply to DITA files.

Since the compound document parent has a special icon, you can easily identify it and explore its children and their links prior to declaring them as records. Note that with the appropriate modify properties rights, as well as additional children can be added to a parent document later, after you've already declared it as a record. You can also change the settings associated with a child document. (To do this select Modify Child instead of Link Info in the following procedure.)

Child documents do not have a special icon. To prevent unintended consequences, we suggest that you:
  1. Click the Get Info icon of other existing documents before declaring them as records.
  2. Select the Parent Documents view.
  3. If there is a parent, click its Get Info icon.
  4. Select its Child Documents view.
  5. From the action menu of the child document you are planning to declare as a record, select Link Info.
  6. Note the settings for Delete when Parent deleted and Prevent delete.
  7. Refer to Configuring IBM InfoSphere Enterprise Records to decide whether you should declare this document as a record.

To declare a document as a record:

  1. Do one of the following actions to start the Declare As Record wizard:
    • From the Confirmation page at the end of the Add Document or Check In wizard, click Declare As Record.
    • Use Browse or Search to locate the document. Right-click the document name to open the pop-up menu, and then select Declare As Record or Declare Versions As Record.
    • From the information page for a document, click Declare As Record or Declare Versions As Record in the list of actions.
  2. Click Help as needed on succeeding steps.


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Last updated: March 2013
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