This chapter describes the key elements of the product interface. It covers the following topics:
For a glossary of terminology used in this documentation, see the glossary at the end of this book.
Also see the Oracle Fusion Middleware User's Guide for Universal Records Management for details about profiles, the task panel, the My Favorites functionality, and other interface elements used by both users and administrators.
After installation, new links appear in the Top menu, used to configure and manage the software. If enabled, a link also appears to manage Physical Content Management.
Use the Records menu in the Top menu to access most aspects of Oracle URM. The exact menu options any user sees depend on the rights assigned to that user. Administrative users will see all options from the menus. Other users (for example, those assigned privileged roles) may see a much smaller subset of the administrator menu, depending on their assigned rights. The exact menu options any user sees depend on the rights assigned to the user. For details about rights assigned to different roles, see "Assigning Rights to User Roles".
You can frequently perform actions from several different locations. For example, you can create a series within a series by clicking Create Series from the Page menu on the Series Information Page. Or you can click Create Series from the Action menu of a series listed on the Retention Schedule page. This documentation describes the most commonly used method of accessing tasks.
The following is an overview of the options on the Records menu:
Rights: Used to view a user's assigned rights and roles. See the Oracle Fusion Middleware User's Guide for Universal Records Management for information about viewing rights and roles.
Favorites: Accesses the Favorites interface, displaying items added to a Favorites list. See the Oracle Fusion Middleware User's Guide for Universal Records Management for details about using Favorites.
Dashboard: Used to configure a dashboard which is a shortcut to frequently used screens. See the Oracle Fusion Middleware User's Guide for Universal Records Management for information about configuring dashboards.
Approvals: Displays a menu to access items awaiting review, approval or completion.
Scheduled: Accesses scheduled actions, reports, and freezes.
Reports: Used to access reports created by users as well as system reports.
Import/Export: Accesses menus allowing import and export of archives and XSD data.
Audit: Used to view checked-in audit entries or search the audit trail Also used to configure performance monitoring tools.
Configure: Used to configure many aspects of the system, such as freezes, triggers, security, audit trail information and reports.
Global Updates: Used to update categories, folders, or content.
Batch Services: Used to process notifications, run all pending batch actions, or to process actions and reviews.
Sources: Used to display information about other content sources, either physical or external (such as Adapters) where content is retained or tracked.
Use the Configure Reports Management Page to set up reports for retention tasks such as freezes, screening, and labels. Default reports can be used or custom report templates can be created. The data used in the reports is limited depending on the security permissions of the person creating the report. In this way, the reports, while available to most users, can still be kept secure.
To access this page, click Records then Configure from the Top menu. Click Reports then Settings. See the Oracle Fusion Middleware Administrator's Guide for Universal Records Management for details about reports and their configuration.
Use the Physical menu in the Top menu to access most aspects of Physical Content Management. The exact menu options any user sees depend on the rights assigned to that user.
Administrative users will see all options. Other users (for example, those assigned privileged roles) may see a much smaller subset, depending on their assigned rights.
The following is an overview of the options on the Physical menu:
Reservations: Displays a list of all current reservations. See the Oracle Fusion Middleware User's Guide for Universal Records Management for details about reservations.
Storage: Displays the Exploring Storage page where storage locations can be defined and edited.
Invoices: Displays current invoices and also allows the addition of new invoices.
Requests: Displays pending requests, checked-out requests, and overdue requests for physical items.
Process Barcode File: Accesses a screen to upload barcode data.
Configure: Used to configure many aspects of the physical management system, including general settings, chargeback types, and customers.
If Batch Services and Offsite Storage have been enabled, those options also appear. Batch Services are used to immediately process reservation requests, storage count updates, and other actions. Offsite Storage allows a site to interface with an offsite storage providers.
When using this product, individual Action menus are available for items on a page and in many cases for individual items. The options on the Action menus vary depending on the page used and the type of item used (content, physical, retention category, and so on).
The following list summarizes the most commonly seen menu options:
Information: displays a submenu allowing access to information pages for folders, life cycle of the item, recent reviews, metadata history, and retention schedule reports.
Edit: provides quick links to edit pages for folders or reviews, and options to alter an item's status by moving, closing, freezing, or unfreezing an item.
Set Dates: provides quick links to actions associated with dates, such as marking items for review, canceling, rescinding, and expiring items.
Delete: provides options to delete the item or perform a recursive delete (delete an entire tree if multiple items are checked).
Create: provides options to create items appropriate to the location in the hierarchy. For example, if this is the Action menu for a retention category, Create suboptions include Series and Retention Category.
Clicking the Info icon (a lower-case 'i' in a circle) displays the Information Page for the item.
In addition, several pages have a page-level Action menu which appears next to the Page title. The options on that menu apply to actions that can be performed at that level in the retention hierarchy.
After installation, the Search and Checkin menus are changed to include default profile pages. These profiles provide a filtered view of checkin and search pages, customizing what users will see. Additional options may appear depending on profiles created at the site and the choices made during configuration.
These menu options can be used to help quickly narrow down searches and choose the type of checkin to perform. The Screening option on the Search menu is dependent on security rights assigned to the user.
When viewing search results, a query menu is added to the search results page.
The options on this menu help a user narrow a search by selecting new fields from those already selected, or to save the search under a file name for use later. See the Oracle Fusion Middleware User's Guide for Content Server for more details about searching and saving query results.
See the Oracle Fusion Middleware User's Guide for Universal Records Management for details about creating and using profiles.