4 Screening and Updating Content

Screening is an enhanced search capability that uses specific search criteria to filter search results. Screening can be performed by both administrative users and end users. Details are discussed in the Oracle WebCenter Content User's Guide for Records.

When using Oracle Text Search the system does not index external items, including physical items. Therefore those items and other items stored externally (for example, on an adapter system) are not available for searching.

This chapter provides overview information about screening, which can be performed by end users and by administrative users. Detailed information about performing global updates is included here because updates cannot be performed by end users.

For details about Federated Search, used during the legal discovery process, see Chapter 15, "Using Federated Search and Freeze."

Section 4.1, "Screening Functionality"
Section 4.2, "Updating Information"

4.1 Screening Functionality

In addition to search-like functionality, screening enables users to isolate retention categories, record folders, and content by their attributes. Screening lets a user see what has happened or what could happen within a retention schedule. Screening can be done at increasingly finer granularity within the retention schedule object levels. Within all levels, screening can be done by disposition information. It returns items in a retention schedule with a life cycle or items that are frozen.

Screening reports can be created immediately or they can be scheduled to be generated at a later time. This is especially useful for screening reports affecting large sets of content. Creating the screening report immediately might put a heavy load on the system, which could diminish its responsiveness and/or result in browser time-outs for end-users. To avoid overloading, schedule screening reports to be performed at midnight, an off-peak time in most environments.

Reports can also be scheduled to run at recurring intervals. Many screening functions can be performed from the Search menu. After installing and configuring the software, an additional Screening option is available on the Search menu. The same screening activities described in this chapter can be performed using that functionality.

While users can perform screening activities, the results returned are dependent on that user's roles and permissions. Only information that the user is privy to will be returned. Other information is filtered and not displayed.

4.1.1 Enabling or Disabling User-Friendly Captions

User-friendly captions are captions that do not use official retention language. User-friendly captioning can be enabled and disabled at any time. This setting also affects the captions in disposition instructions.

Permissions:

The Admin.RecordManager right is required to perform this action. This right is assigned by default to the Records Administrator role.

Choose Records then Configure from the Top menu. Choose Retention then Settings.

The Configure Retention Settings Page opens.
Select User-friendly disposition.
Click Submit Update. A message is displayed saying the configuration was successful.
Click OK.

To disable user-friendly captions, deselect User-friendly disposition.

4.2 Updating Information

Permissions:

The admin.noRmaSecurity right and the Admin role are required to perform updates. The noRmaSecurity right is not assigned by default to any role and must be assigned, with the Admin role, for the Update options to appear on the Configure Retention Settings Page.

The Update functionality quickly finds and changes large amounts of information. The information can be changed immediately or at a later time by using a scheduled update option. For example, you can change any items in a category matching a certain disposition to a different review type or to a new reviewer.

Note that a maximum of 2048 records can be searched for and updated using Oracle Text Search and Database Full Text Searching.

To access this functionality, choose Records then Global Updates from the Top menu. Select the type of update to perform.

The Define Query Page opens. The options on this page are similar to those on the Screen for Topic page, discussed in the User Guide. The options in the Query section depend on the type of query being performed (category, record folder, or internal content).

Follow these steps to define a query:

Choose a field for use from the menu.
Select a substring from the list.
Select a query value from the list.
Select a field to be updated for all items matching the first query.
Select a substring for the value from the list.
Select a new value for the field.
To preview the results of the update, click Preview Results in the upper right corner of the page.

The Update Preview Page opens. This page shows those items that will be changed by the update. To return to the Define Query Page, choose Continue Defining Search on the Page menu.
Continue adding update criteria if needed. To schedule the update for a later time, click Schedule. For more details, see Section 4.2.1, "Scheduling Updates." Click Run Now to run the change immediately. A message is displayed, indicating the selected items were updated. Click OK to return to the Define Query Page.

4.2.1 Scheduling Updates

To run the update at a later time, click Schedule to open the Query Schedule Section of the Define Query Page.

Choose a time and date for the update to run and click Submit. Enter a name for the update event and click OK. The Scheduled Update Page opens.

Use this page to change the scheduled event. To edit an event, select Edit Scheduled Event. To delete the event, select Delete Scheduled Event. And to run the event immediately, select Run Now.