You can configure autodeclaration of records to ensure that when a user performs an operation (create, check in, or file in a folder) on a document in a Records Object Store (ROS), IBM InfoSphere 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 creates or checks in the document.
You should realize that autodeclaration must be configured to use asynchronous and NOT synchronous events.
To configure autodeclaration of records, you perform the following tasks:
This topic provides instructions for performing these tasks. For detailed information on event scripts, event actions, and subscriptions, refer to Events and subscriptions.
To edit the Auto Declare configuration file (RMAutoDeclare.properties), do the following:
Note The first two steps create properties for the RMAutoDeclare event.
rmevent.declare.RecordClassPropertySymname=SourceDocPropertySymName1
rmevent.declare.RecordFiledInFolderPropertySymname=SourceDocPropertySymName2
(If the property does not exist, the event handler logs an error.)rmevent.declare.FPOSObjectStoreName=TargetObjectStoreName
You can create one or more subscriptions that are launched whenever the subscribed-to event (Create, Check In, or Element Added) occurs. This triggers the event action associated with the subscription.
For the document-related events (Create and Check In), you create the subscription on a Document class or subclass. For the folder-related event (Element 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.
To test the configuration of RMAutoDeclare, do the following:
This is the property (SourceDocPropertySymName1) previously entered in the RMAutoDeclare.properties file. (See Step 2 in Edit the auto declare configuration file.) 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.
This is the other property (SourceDocPropertySymName2) previously entered in the RMAutoDeclare.properties file. (See Step 1 in Edit the auto declare configuration file.) 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.