IBM Enterprise Records, Version 5.1.+            

Use the disposition workflows

This topic describes how you can use the disposition workflows.

The disposition workflows are similar in appearance. They appear in your Workplace inbox or in the RecordsManagerApproval public inbox.

To launch a workflow:

  1. Open your personal inbox
    1. In Workplace, click Tasks in the left sidebar.
    2. In Workplace XT, click the Tasks icon.
  2. If the workflow you want to open is not in your inbox, click Public Inboxes and then RecordsManagerApproval.
  3. Click the name of the workflow you want to open.

The following fields and buttons are common on most workflows. Additional fields are described in the topics for each different type of workflow step.

Instructions

At the top of the window, there should be instructions for completing the step. The instructions are written by the workflow designer. If you do not see the instructions, click Instructions to open the box that contains the instructions.

Entity Name

One or more entities are listed. If the entity is an electronic record or container, you can click the name to view the record or open the folder to see the contents of the folder. If the entity is a physical record, the entity has no content. You can also click the Get Info icon to see the entity's information pages.

Transfer Mapping

A transfer mapping is a IBM® Enterprise Records object that maps Content Engine property names to XML property names that the IBM Enterprise Records Transfer tool uses to generate an XML file when exporting IBM Enterprise Records entities. You can select a transfer mapping object from the Transfer Mapping drop-down menu. For information about transfer mapping objects, see Transfer mappings.

For more information about the IBM Enterprise Records transfer tool, see IBM Enterprise Records Transfer tool.

Review Comments

You can enter comments directly in the text box, or you can click the yellow icon at the bottom of the text box for a larger window in which to write or to read longer comments without scrolling. If using the larger text box, click Update and then Close.

Review Decision

Select Approve, for each entity if you approve of the workflow action.

Select Reject to not apply the action at this time. If you reject, you should provide a reason in the comments.

Select Hold to indicate that the entity should be put on hold. You will need to apply the hold outside of the workflow step as the message indicates when you complete the workflow. The entity is then returned to the state it was in before initiating disposition. For more information about applying a hold on an entity, refer to Placing entities on hold (manual).

Select Change Schedule to use a different disposition schedule for the entity. You will need to assign the new disposition schedule outside of the workflow step. The entity is then returned to the state it was in before initiating disposition. For more information about changing a disposition schedule, refer to Changing the disposition schedule associated with an entity.

Informational columns

Different steps show different information related to the entity and don't require any input.

Apply and Close buttons

You can change information, Apply it, and then Close the window without taking any further action. The work item remains in the same inbox. Apply is also required prior to completing a workflow if you've selected Hold for an entity.

Reassign button

This opens a window where you select another user to perform the step. Enter the first few characters of the name and click Search. Select the user and click Continue.

Status button

This opens the Tracker application.

Complete button

The Complete button completes the workflow step and moves entities on to the next step in the disposition process.  



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Last updated: August 2011
use_disposition_workflows.htm

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