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 launched for a
Records Manager or other authorized user, if the default workflow
was changed. You make this request in Application Engine or Workplace XT.
The Create Record Folder workflow
feature is optionally installed by the administrator, and may not
be available in your environment. When the Create Record
Folder workflow is launched, 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 will receive a message about the rejection. Click the Complete button
to remove the workflow from your inbox.
To request creation of a record folder and launch 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.
Important: The Tools link
is only available if you have configured 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 has requested the folder to be created. At the top 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 opens the Add Record Folder page of the IBM® Enterprise
Records application that allows
you to create the requested record folder at the specified location
in the file plan. For more information about creating record folders,
refer to Adding a record folder.
- After you have created 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. This 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.