Using the planning checklist, there are several steps you
need to complete to begin configuring your
IBM Enterprise
Records environment. Changing
the site preferences allows you to control how the
IBM Enterprise
Records web application will look
and behave for users. For example, you can decide whether users can
see only a single file plan object store when they log in, or you
can let users see multiple files plan object stores and allow them
to select their default file plan from among multiple file plan object
stores. Additionally, you can modify other settings to:
- (Required) Indicate that IBM Enterprise
Records is
installed.
- (Required) Verify that a connection point has been set.
- (Workplace XT only) Set
Authoring Page Display to Workplace Only.
- (Required for each FPOS) Identify all object stores that contain
file plans and identify the default file plan for each object store.
- (Required for each ROS) Identify all object stores that have content
that can be declared as records.
- (Required) Identify the file plan that is displayed when logging
on to the IBM Enterprise
Records web
application.
- (Workplace XT only) Confirm
the Records Management Base URL.
- (Optional) Identify the name of the server where Crystal Reports
is installed.
- (Required for DoD Classified only) Assign additional users to
the Classified Records Security Personnel access role.
- (Optional) Add a link to IBM Enterprise
Records from Application Engine or Workplace XT.
- (Optional) Enable the Request Record Folder link from Application Engine or Workplace XT.
Important: These steps must be completed in the order
that they are listed.
- Log on to the application server where either Application Engine or Workplace XT is installed with IBM Enterprise
Records. Using a web
browser that is Java-enabled and allows pop-ups, log on as a user
with Application Engine Administrator
access and Records Administrator privileges.
Attention: Do
not attempt to access any IBM Enterprise
Records functionality
during this task (except for setting the site preferences). IBM Enterprise
Records is not completely configured
yet, so using the application at this time might result in unexpected
behavior.
- Access the Site Preferences menu:
Option |
Description |
Application Engine |
Select the Admin tab and click Site
Preferences. |
Workplace XT |
Navigate to . |
- (Required) Indicate that IBM Enterprise
Records is installed:
- From the Site Preferences menu,
select General.
- Under General Settings, set Records
Management Installed to Yes and
apply changes. For Application Engine,
you click Apply but for Workplace XT you click another link
in Site Preferences.
- (Required) Verify that a connection point has been set:
- From the Site Preferences menu,
select General
- Under Tasks, verify that a Process Engine Connection Point has been
selected and apply changes.
- (Workplace XT only)
Set Authoring page display to Workplace only. This setting enables the Declare as Records option
to display at the end of the document creation wizard in Workplace XT.
- From the Site Preferences menu, go to General.
- Under Author, set the Authoring page display
to Workplace only and
apply changes.
- (Required for each
FPOS) Identify all object stores that contain file plans and identify
the default file plan for each object store.
For more
information about File Plans, see the link at the end of this topic.
Tip: This step must be completed before a default file plan
can be set for the site.
- From the Site Preferences menu,
go to Object Stores and select your File Plan
Object Store (FPOS).
- Under Records Management, set Support
File Plan to Yes and apply changes.
- Under Records Management, click
the Default File Plan link and then navigate
to and select the appropriate file plan and click Accept.
- (Optional) Under Editable Link Classes,
click Add Link Class and select the link classes
that you want to use.
For more information on link classes,
see the link at the end of this topic.
- Apply changes.
- Repeat the previous steps for each FPOS.
- (Required for each
ROS) Identify all object stores that have content that can be declared
as records.
- From the Site Preferences menu,
go to Object Stores and select your Record
Object Store (ROS).
- Under Records Management, set
Support Declare Records to Yes and apply changes.
- Repeat the previous steps for each ROS.
Important: When using a combined FPOS and ROS object store,
perform both Steps
6 and
7 on the
object store.
- (Required) Identify the file plan that is displayed when
logging on to the IBM Enterprise
Records web
application.
Tip: When each user initially
accesses the application, they are presented with the default file
plan that has been set in the Application Engine or Workplace XT Site Preferences. Using
the Configure tab, each user can then override
the default setting. For more information about setting default File
Plans, see the link at the end of this topic.
- From the Site Preferences menu,
go to General.
- Under Records Management, click Default
File Plan.
- Navigate to the appropriate object store.
- Select the appropriate file plan.
- Click Accept.
- Apply changes.
- (Workplace XT only)
Confirm the Records Management Base URL. The Base URL site
preference specifies the web site address location of IBM Enterprise
Records. IBM Enterprise
Records must have the same host
name as Workplace XT to ensure
users can access specific information.
- From the Site Preferences menu,
go to General.
- Under Records Management, in the
Base URL field, enter the web site address for IBM Enterprise
Records in the following format
:
http://host name:port#/EnterpriseRecords
Tip: For an SSL environment, use HTTPS and the appropriate SSL
port number.
- Apply changes.
- (Optional) Identify the name of the server where Crystal
Reports is installed.
- From the Site Preferences menu,
go to General.
- Under Records Management, in the
Report application server path, enter the name of the Crystal Reports
server (for example: MyReportServer).
- Apply changes.
- (Required for DoD Classified only) Assign additional users
to the Classified Records Security Personnel access role.
The
Classified Records Security Personnel access role determines which
users can upgrade, downgrade, and declassify a classified record in IBM Enterprise
Records. Members of this access
role can also set the value for the Default Declassification Timeframe
in IBM Enterprise
Records. The RM Access
Role tool creates this role. Here is how to assign additional users:
- From the Site Preferences menu,
go to Access Roles.
- Add/Remove users and groups for the Classified Records
Security Personnel access role.
- Apply changes.
- (Optional) Add a link to IBM Enterprise
Records from Application Engine or Workplace XT.
- From the Site Preferences menu,
go to Author Page (Application Engine) or Tools Integration (Workplace XT).
- Under Records Manager, click Modify.
- In the Item URL field, enter the URL to the IBM Enterprise
Records web application. For example:
http://my_server:port#/EnterpriseRecords/
Where my_server is
the fully qualified name of the server where the IBM Enterprise
Records web application is installed.
- Click Accept, and then apply
changes.
- (Optional) Enable the Request Record Folder link from Application Engine or Workplace XT.
- From the Site Preferences menu,
go to Author Page (in Application Engine) or Tools Integration (in Workplace XT).
- Under Request Records Folder, click Modify.
- In the Item URL field, enter the URL to the RM step
processor:
http://RM_web_application_server:port#/
RM_application_name/eprocess/launchers/html/ootb
/LaunchRMCreateFolder.jsp
For example:
http://myserver:7001/EnterpriseRecords/eprocess/launchers/html
/ootb/LaunchRMCreateFolder.jsp
- Click Accept, and then apply
changes.
- Apply changes to save your changes. When you are finished,
click Exit (Application Engine) or OK (Workplace XT).