Add a report to ReportDefinitions.xml

Before you add a new report to ReportDefintions.xml, create a new report template in Crystal Reports Designer. See Design a new report.

To add a new report to ReportDefinitions.xml

  1. Use an XML editor to open ReportDefinitions.xml, located at <rm_install_path>\FileNet\Config\RM\.
  2. Locate the array for the data model that you use in your file plan object store (FPOS). The xml file contains an array for DoD reports, DoD classified reports, PRO reports, and BASE reports.
  3. Add a new value tag (for example, <value>42</value>). This value is an integer that identifies the report you created in Crystal Reports Designer, and is unique for each report. This value is equal to the number of existing reports plus 1.
  4. Within <List key="ReportDefinitions">, add <object key="reportDefinition">, for your new report.

    NOTE If there is an existing report that is similar to the report that you created:

    1. Copy the entire reportDefinition object key of the existing report in the XML file.
    2. Paste the copied object key into another location of the XML file.
  5. Modify the reportDefinition object key for your new report by changing or adding values for the following tags, as needed.

    NOTE n is the number you entered in step 3 above.

    <setting key="id">n</setting>.

    <setting key="title" localizationKey="server.report_title.n">report name</setting>, where report name is the title of the report that IBM InfoSphere Enterprise Records displays.

    <setting key="desc" localizationKey="server.report_desc.n">description</setting>, where description is text that IBM InfoSphere Enterprise Records displays, briefly describing the purpose of the report. For example, "This report lists the volumes that were opened/closed within a specific period."

    <setting key="reportName" localizationKey="server.report_name.n">filename.rpt</setting>, where filename is the name of the report template created in Crystal Reports Designer.

    <setting key="img">relative path to image file</setting> This is an optional value for inserting a graphic. For example, images/action/report.gif.

  6. To exclude your new report from a specific file plan object store (FPOS), enter the following tags:

    <array key="excludedObjectStores">
        <value>fpos</value>
    </array>

    where fpos is the name of the FPOS where the new report will be excluded. You can add additional value tags to exclude the report from more than one FPOS.

  7. Add report criteria, such as FPOS locations, actions, events, schedules, and dates.
    1. Under <object key="reportDefinition">, add <list key="properties">, if necessary. If you copied the reportDefinition object key from an existing report, then <list key="properties:> already exists.
    2. Under the properties list key, add or modify the symbolic name setting key, as needed for each of the report criteria. If you created any new criteria, add the symbolic name setting keys for the new criteria here as well.

      Follow each symbolic name setting key with this tag: <setting key="required"> 0 or 1 </setting>, to indicate whether a value is required. 0 indicates that the user is not required to make a selection or enter a value, while 1 indicates that the user is required to do so.

      Enclose each pair of symbolic names and required setting keys in this tag: <object key="property"> </object>.

    For example:

    <object key="property">
        <setting key="symbolicname">symbolic name</setting>
        <setting key="required">1</setting>
    </object>

    where symbolic name is new criteria you created, or any of the following setting keys:

    • fileplan_browse - Instructs IBM InfoSphere Enterprise Records to allow the user to browse to a location in the file plan object store.
    • ros_browse - Instructs IBM InfoSphere Enterprise Records to allow the user to browse to a location in the records object store.
    • start_date - The start date of the report criteria.
    • end_date - The end date of the report criteria.
    • application_type - The type of record to use as criteria, such as PDF, DOC, XLS, and others.
    • security_category - The security marking, such as classified, secret, confidential, and others, depending on the data model.
    • review_decision - The decision of a review, including Approve or Reject.
    • action - The action upon an entity, such as open or close.
    • disposal_schedule - The disposition schedule associated with an entity.
    • disposal_action - The disposal action upon an entity, such as transfer, review, interim transfer, or destroy.
    • disposal_action_export - The disposal action upon an entity after an export.
    • report_type - Instructs IBM InfoSphere Enterprise Records to display the Summary or Detailed radio buttons.
    • disposal_trigger - The event that triggers disposition of an entity, such as a date, the closing of a container, or an external event

    NOTE For ros_browse, security_category, disposal_action, disposal_action_export, review_decision, and disposal trigger, IBM InfoSphere Enterprise Records retrieves the default values from the Content Engine at run-time and displays them in a drop-down menu from which a user can select a value.

  8. If your report uses entity types as criteria:
    1. Under the properties list key, add the entity_type symbolic name, followed by the "required" setting key (1=required, 0=not required). For example:

      <object key="property">
          <setting key="symbolicname">entity_type</setting>
          <setting key="required">1</setting>

    2. Add <list key="values"> where you enter the entity types that a user can select to include in the report. For example:

      <list key="values">
          <object key="value">
              <setting key="id">EntityType</setting>
              <setting key="value" localizationKey=serve.report_n.EntityType">Entity</setting>
          </object>

      where

      • EntityType is RecordCategory, RecordFolder, or Record. You can include all three entity types, but you must enclose each in separate <object key="value"> tags.
      • n is the number identified in step 3 above.
      • Entity is Record Category, Record Folder, or Record.

      NOTE Localized environments require "localizationKey."

      For example, if your report includes statistics about Record Categories and Record Folders, this section of the XML file will be similar to the following:

      <object key="property">
          <setting key="symbolicname">entity_type</setting>
          <setting key="required">1</setting>
          <list key="values">
              <object key="value">
                  <setting key="id">RecordCategory</setting>
                  <setting key="value" localizationKey=serve.report_42.RecordCategory">Record Category</setting>
              </object>
              <object key="value">
                  <setting key="id">RecordFolder</setting>
                  <setting key="value" localizationKey=serve.report_42.RecordFolder">Record Folder</setting>
              </object>
          </list>
      </object>
  9. If your report uses classification actions:

    Under the properties list key, add the classification_action symbolic name, followed by the "required" setting key (1=required, 0=not required). For example:

    <object key="property">
        <setting key="symbolicname">classification_action</setting>
        <setting key="required">1</setting>

    Add <list key="values"> where you enter the classification actions that a user can select to include in a report. For example:

    <list key="values">    
        <object key="value">
            <setting key="id">ClassificationAction</setting>
            <setting key="value" localizationKey=serve.report_n.ClassificationAction">ClassificationAction</setting>
        </object>

    where

    • ClassificationAction is Upgrading, Downgrading, or Declassification. You can include all three classification actions, but you must enclose each in separate <object key="value"> tags.
    • n is the "id" value of this report in the array for the data model.

    NOTE Localized environments require "localizationKey."

    For example, if your report includes statistics about downgrading and declassification actions, this section of the XML file will be similar to the following:

    <object key="property">
        <setting key="symbolicname">classification_action</setting>
        <setting key="required">1</setting>
        <list key="values">
            <object key="value">
                <setting key="id">Downgrading</setting>
                <setting key="value" localizationKey=serve.report_42.Downgrading">Downgrading</setting>
            </object>
            <object key="value">
                <setting key="id">Declassification</setting>
                <setting key="value" localizationKey=serve.report_42.Declassification">Declassification</setting>
            </object>
        </list>
    </object

  10. After you have entered all of the report criteria:
    1. Close <list key="properties"> with </list>.
    2. Close <object key="reportDefinition"> with </object>
    3. Save the XML file.
  11. Restart the Web application server where IBM InfoSphere Enterprise Records runs for the changes to take effect.

When you are finished with the modifications, the reportDefinition object key section should be similar to the following:

<object key="reportDefinition">
    <setting key="id">22</setting>
    <setting key="title" localizationKey="server.report_title.42">Records Manager Classification Update Report</setting>
    <setting key="desc" localizationKey="server.report_desc.42">This report lists entities that have changed classification within a specific period.</setting>
    <setting key="url">RMViewReport.jsp</setting>
    <setting key="img">images/action/report.gif</setting>
    <setting key="reportName" localizationKey="server.report_name.42">Classification Update.rpt</setting>
    <list key="properties">
        <object key="property">
            <setting key="symbolicName">fileplan_browse</setting>
            <setting key="required">0</setting>
        </object>
        <object key="property">
            <setting key="symbolicName">start_date</setting>
            <setting key="required">1</setting>
        </object>
        <object key="property">
            <setting key="symbolicName">end_date</setting>
            <setting key="required">1</setting>
        </object>
        <object key="property">
            <setting key="symbolicName">report_type</setting>
            <setting key="required">0</setting>
        </object>
        <object key="property">
            <setting key="symbolicname">entity_type</setting>
            <setting key="required">1</setting>
            <list key="values">
                <object key="value">
                    <setting key="id">RecordCategory</setting>
                    <setting key="value" localizationKey=serve.report_42.RecordCategory">Record Category</setting>
                </object>
                <object key="value">
                    <setting key="id">RecordFolder</setting>
                    <setting key="value" localizationKey=serve.report_42.RecordFolder">Record Folder</setting>
                </object>
                <object key="property">
                    <setting key="symbolicname">classification_action</setting>
                    <setting key="required">1</setting>
                    <list key="values">
                        <object key="value">
                            <setting key="id">Downgrading</setting>
                            <setting key="value" localizationKey=serve.report_42.Downgrading">Downgrading</setting>
                        </object>
                        <object key="value">
                            <setting key="id">Declassification</setting>
                            <setting key="value" localizationKey=serve.report_42.Declassification">Declassification</setting>
                        </object>
                    </list>
                </object
            </list>
        </object>
    </list>
</object>