You can configure autodeclaration of records to ensure
that when a user performs an operation (check in or file in a folder)
on a document in a Records Object Store (ROS), IBM® Enterprise
Records automatically creates a
corresponding record in a specified File Plan Object Store (FPOS).
For example, you can choose to have every document that is filed into
the Confidential folder be declared as a record. You can also choose
to have every document that belongs to a specific document class be
declared as a record when a user checks in the document.
Important: You must use the Check In event
instead of the Create event when you want a record to be declared
at creation time.
You should realize that RMAutoDeclaration
must be configured to use asynchronous and NOT synchronous events.
To configure autodeclaration of records, you perform the following
tasks:
- Run the import script on the ROS from Enterprise Manager to create the event action.
Follow the procedure in Working with event handlers.
The import script creates the event action under the object store's
Event Action folder, and the code module under the Code Module folder.
See the topic, Working with event handlers.
- Specify the location and other information for a newly-declared
record by completing the Editing the Auto Declare configuration file
procedure later in this topic.
- Create a subscription that uses the autodeclaration event action
by completing that procedure later in this topic.
- Test the configuration by completing the RMAutoDeclare procedure
later in this topic.
Editing the Auto Declare configuration file
To edit the RMAutoDeclaration configuration file (RMAutoDeclare.properties),
do the following:
- In Enterprise Manager,
create (designate) a String property (for example: AutoDeclareFolderSymName)
in the source document class or subclass to specify the record filed-in
folder path or GUID. Configure the property to have a 256 character
length.
- (Optional) In Enterprise Manager,
create (designate) another String property (for example, AutoDeclareRecordClassSymName)
in the source document class or subclass to specify the record class
name. If you do not specify a record class name, the record class
defaults to ElectronicRecordInfo.
The first two steps
create properties for the RMAutoDeclare event.
- Use Application Engine, Workplace XT, or Enterprise Manager to check out the RMAutoDeclare.properties file.
- Edit RMAutoDeclare.properties with the appropriate information:
rmevent.declare.RecordClassPropertySymname=AutoDeclareRecordClassSymName
rmevent.declare.RecordFiledInFolderPropertySymname=AutoDeclareFolderSymName
(If the property does not exist, the event handler logs an error.)
rmevent.declare.FPOSObjectStoreName=TargetObjectStoreName
- Use Application Engine, Workplace XT, or Enterprise Manager to check in the new version
of RMAutoDeclare.properties with the contents specified above.
Create a subscription that uses the RMAutoDeclaration event
action
You can create one or more subscriptions that are launched
whenever the subscribed-to event (Check In or File Added) occurs.
This triggers the event action associated with the subscription.
For
the document-related Check In event, you create the subscription on
a Document class or subclass. For the folder-related event (File Added),
you can create the subscription on either a folder class or subclass
or on a specific folder object instance. You can create as many subscriptions
as needed. For example, you can create subscriptions on several different
document subclasses.
- From Enterprise Manager, expand
the ROS object store that will contain the documents to be automatically
declared as records.
- To create a subscription for a document class or subclass, right-click Document
Class (or a document subclass) and select Add
Subscription. -or- To create a subscription for a Folder
class or subclass, expand the Other Classes folder, right-click Folder (or
a folder subclass), and select Add Subscription. -or- To create
a subscription for a specific folder, expand the Root Folder folder,
navigate to the folder for which you want to set the subscription,
right-click on the folder, and select Add Subscription.
- In the Create a Subscription wizard, click Next.
- Specify a meaningful, unique name and description for the subscription
and click Next.
- For a class (but not an instance) subscription, make sure the Apply
to all instances of class <class name> radio
button is selected and click Next.
- From the Specify Triggers screen, select the triggers that should
activate the subscription (Checkin for a document
subscription; File for a folder subscription).
Click Next.
- In the screen, from the drop-down menu, select the RMAutoDeclare event
action created previously and click Next.
- Make sure the Synchronous check box is
not selected. Leave the remaining check boxes selected or not selected,
as appropriate, and click Next.
- Click Finish.
RMAutoDeclare
To test the configuration of RMAutoDeclare,
do the following:
- Create a document on the ROS of the class that was configured
to auto declare.
- Specify the record class name in a String property of the source
document.
This is the property (AutoDeclareRecordClassSymName)
previously entered in the RMAutoDeclare.properties file.
(See Step 2 in the Editing the Auto Declare configuration file procedure
earlier in this topic.) When creating a document, the user enters
the record class name into this property. If you do not specify the
symbolic name, the default class name is ElectronicRecordInfo.
- Specify the record filed-in folder path in another String property.
This
is the other property (AutoDeclareFolderSymName) as currently used
in the RMAutoDeclare.properties file. (See Step
1 in the Editing the Auto Declare configuration file procedure earlier
in this topic.) When creating a document, the user enters the record
filed-in folder path or GUID into this property. If the value is invalid,
the event handler logs an error. The record folder path should start
with "/<File Plan Name>/..." (for example, "/File Plan/Category1/Folder1").
The user can also enter the folder GUID.
After the user creates the document, the RMAutoDeclare event
declares it into the specified folder on the FPOS, using the specified
record class.