IBM Enterprise Records, Version 5.1.+              

Setting site preferences in Application Engine or Workplace XT

Before using IBM® Enterprise Records, you must modify the site preferences in Application Engine or Workplace XT so that these applications work appropriately with the IBM Enterprise Records web application.

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.

To set the IBM Enterprise Records-related site preferences:

  1. 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.
  2. Access the Site Preferences menu:
    Option Description
    Application Engine Select the Admin tab and click Site Preferences.
    Workplace XT Navigate to Tools > Administration > Site Preferences.
  3. (Required) Indicate that IBM Enterprise Records is installed:
    1. From the Site Preferences menu, select General.
    2. 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.
  4. (Required) Verify that a connection point has been set:
    1. From the Site Preferences menu, select General
    2. Under Tasks, verify that a Process Engine Connection Point has been selected and apply changes.
  5. (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.
    1. From the Site Preferences menu, go to General.
    2. Under Author, set the Authoring page display to Workplace only and apply changes.
  6. (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.
    1. From the Site Preferences menu, go to Object Stores and select your File Plan Object Store (FPOS).
    2. Under Records Management, set Support File Plan to Yes and apply changes.
    3. Under Records Management, click the Default File Plan link and then navigate to and select the appropriate file plan and click Accept.
    4. (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.

    5. Apply changes.
    6. Repeat the previous steps for each FPOS.
  7. (Required for each ROS) Identify all object stores that have content that can be declared as records.
    1. From the Site Preferences menu, go to Object Stores and select your Record Object Store (ROS).
    2. Under Records Management, set Support Declare Records to Yes and apply changes.
    3. 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.
  8. (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.
    1. From the Site Preferences menu, go to General.
    2. Under Records Management, click Default File Plan.
    3. Navigate to the appropriate object store.
    4. Select the appropriate file plan.
    5. Click Accept.
    6. Apply changes.
  9. (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.
    1. From the Site Preferences menu, go to General.
    2. 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.
    3. Apply changes.
  10. (Optional) Identify the name of the server where Crystal Reports is installed.
    1. From the Site Preferences menu, go to General.
    2. Under Records Management, in the Report application server path, enter the name of the Crystal Reports server (for example: MyReportServer).
    3. Apply changes.
  11. (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:

    1. From the Site Preferences menu, go to Access Roles.
    2. Add/Remove users and groups for the Classified Records Security Personnel access role.
    3. Apply changes.
  12. (Optional) Add a link to IBM Enterprise Records from Application Engine or Workplace XT.
    1. From the Site Preferences menu, go to Author Page (Application Engine) or Tools Integration (Workplace XT).
    2. Under Records Manager, click Modify.
    3. 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.
    4. Click Accept, and then apply changes.
  13. (Optional) Enable the Request Record Folder link from Application Engine or Workplace XT.
    1. From the Site Preferences menu, go to Author Page (in Application Engine) or Tools Integration (in Workplace XT).
    2. Under Request Records Folder, click Modify.
    3. 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
    4. Click Accept, and then apply changes.
  14. Apply changes to save your changes. When you are finished, click Exit (Application Engine) or OK (Workplace XT).


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Last updated: August 2011


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