IBM Enterprise Records, Version 5.1.+            

Adding an action

Actions are used with a workflow to perform some operation on an entity as part of its disposition, as in a destroy workflow, for example. You can add an action by selecting an action type and workflow. Only a System Administrator or a Records Manager can create an action.

To add an action:

  1. Select the Configure tab.
  2. Click Actions.
  3. Click Add Action.
  4. Enter a name (up to 20 characters) and a description for the action.
  5. From the Action Type menu, select the type of action: Review, Export, Transfer, Destroy, Interim Transfer, Cut Off, Vital Review, or Auto Destroy. The Auto Destroy action does not have an associated workflow. If you select Auto Destroy, click Finish. After you create the Auto Destroy action, update the legacy disposition schedule to use Auto Destroy by changing the Phase properties. To update the phase properties, see Modifying a disposition schedule.
    • If you select the Auto Destroy action, the Auto Destroy Containees not on hold check box is displayed. Use Auto Destroy to automatically destroy all entities in a container that are not on hold. This option performs an auto destroy on all containees not on hold, while still preserving the on-hold containees.
    • If this option is not selected, the entities in a container that has entities that are on hold are not destroyed.
    • If this check box is selected and if the record structure permits, sweep -autodelete will switch to its high-performance processing mode. Be aware that there cannot be any multi-filed records in the object store in order to trigger high-performance processing for the Auto Destroy action.
    For more details about the high-performance tuning and other best practices, consult the IBM® Enterprise Recordssection of the IBM FileNet® P8 Performance Tuning Guide.
  6. Click Associated Workflow to select a workflow to be started for the action. The following workflows are provided with IBM Enterprise Records, but your administrators might have added others:
    • Cut Off Workflow
    • Destroy Workflow
    • Export
    • Export Workflow With Mapping
    • Interim Transfer Workflow
    • Interim Transfer Workflow With Mapping
    • Disposition Review Workflow
    • Screening Workflow
    • Two Step Transfer Workflow
    • Two Step Transfer Workflow with Mapping
    • Vital Record Review.
  7. Click Select from Versions below the workflow name.
  8. Click Select below the appropriate version.
  9. Click Finish.


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Last updated: August 2011
create_an_action.htm

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