IBM Enterprise Records, Version 5.1.+            

Creating a record folder by using a workflow

If you do not have security permissions to create a record folder that you need, you can send a request to have it created. After you provide details about the folder, a workflow is launched for a Records Manager or other authorized user, if the default workflow was changed. You make this request in Application Engine or Workplace XT.

 The Create Record Folder workflow feature is optionally installed by the administrator, and may not be available in your environment. When the Create Record Folder workflow is launched, the record folder creation request is displayed as a work item in the RecordsManagerApproval Public Inboxes in Application Engine or Workplace XT. If the Records Manager approves the request, the folder is created and you receive a 'successfully created' workflow message in your inbox. If the request is not approved, you will receive a message about the rejection. Click the Complete button to remove the workflow from your inbox.

To request creation of a record folder and launch the Create Record Folder workflow:

  1. In Application Engine, go to the Author view and select General Tools. In Workplace XT, go to Browse mode and select the Tools link.
  2. Click Request Record Folder.
  3. Select the type of folder you want to create.
  4. Specify a name for the folder.
  5. Select the category or folder in which you want the new folder to be created.
  6. Click Launch.
Important: The Tools link is only available if you have configured it in Site Preferences > Tools Integration.

Approve creation of a record folder

The Approve Step page helps the records manager approve or reject the record folder creation request and enter the reasons for approval or rejection. This page also displays the folder name and path where the user has requested the folder to be created. At the top of the page, you can view the instructions for completing the Approve step of the workflow. If the instruction text is not visible, click: Instruction icon

To approve or reject creation of a record folder:

  1. In Application Engine or Workplace XT, go to Tasks view and select Public Inboxes.
  2. Select RecordsManagerApproval.
  3. If you approve the record folder creation, click CreateFolder. This opens the Add Record Folder page of the IBM® Enterprise Records application that allows you to create the requested record folder at the specified location in the file plan. For more information about creating record folders, refer to Adding a record folder.
  4. After you have created the record folder, select Approved from the Approve Decision menu. If you do not approve, click Reject from the Approve Decision menu.
  5. Enter the reason for rejecting the record folder creation request in the Reason text box.
  6. Click Apply to save the required changes, or click Exit to ignore the changes. This closes the Approve step page leaving the work item in the inbox.
  7. Click Reassign to assign the task of approving the record folder creation to some other user.
  8. Click Status to check the status of the Create Record Folder workflow.
  9. When finished, click Complete.


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Last updated: August 2011
create_record_folder_workflow.htm

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