This chapter contains information for administrators who are responsible for configuring the system, usually those with the Records Administrator role. Certain configuration procedures described here and in other chapters may also apply to other users if they have been given the appropriate rights. The required rights are noted for each procedure.
This chapter covers the following topics:
Several system-wide configuration settings are specified on the Configure Retention Settings Page. This chapter discusses the following specific configuration screens and tasks. Other configuration options are discussed in the remaining chapters of this book.
Most of these options can be set by selecting the checkbox next to the option. For details about each option, see Section A.2, "Configure Retention Settings Page." Other options that require further configuration are discussed later in this section.
General configuration choices are available by choosing Records then Configure from the Top menu. Choose Settings to open the Configure Retention Settings Page.
General options:
Start of fiscal calendar: Sets the start date for the calendar used for fiscal accounting. For details, see Section 7.1.1, "Setting the Fiscal Calendar."
Archive Metadata Format: Sets the storage file format for metadata of items in a disposition bundle.
Log Metadata Changes: Enables tracking of item-level metadata changes.
Disable life cycle updates: Stops the updating of disposition dates and review date computation.
Enable Report Exclude Search Options: Enables an option that allows a user to exclude reports from searches.
Record Definition options:
Always restrict revisions/Never restrict revisions: Allows revisions of content items or prevents revisions.
Always restrict deletions/Never restrict deletions: Allows deletions of content items or prevents deletions.
Always restrict edits/Never restrict edits: Allows edits of content or prevents content editing.
Display record icon when: Indicates when a record icon should be shown. Options include when editing, deleting, or revisioning of content is restricted or any combination of those actions. The appearance of the record icon can also be disabled. The icon can assist users to determine the status of content (that is, if it is considered a record for tracking purposes).
Security options:
ACL-based security: Enables security on Retention Schedule objects based on Access Control Lists.
Default Oracle WebCenter Content security on Retention Schedule objects: Enables default security on categories, folders, and triggers.
Supplemental Markings: Enables supplemental marking security on retention objects.
User must match all supplemental markings: Forces a user to match all markings to access an item.
Custom security fields: Enables the ability to create custom security fields.
Classified security: Enables classified security features (required for conformance to the Chapter 4 Classified Records section of the DoD 5015.2 specification).
Notification options:
Do not notify authors: Prevents e-mail notifications to be sent for pending events, reviews, and the Notify Authors disposition action.
Scheduling options:
Only allow scheduled screening: Prevents users from starting screenings manually by hiding the Search button on the screening page.
User interface options:
User-friendly disposition: Enables user-friendly language for disposition rules and processing.
Show export date: Enables users to export items that changed since a specific date.
Use Page Navigation: Displays more elaborate page navigation controls on screening results lists and record folder lists.
Paginate Navigation Tree: Displays the retention schedule in the Browse Content menu as a tree-like structure when using the Trays layout. If more than 20 items are available for viewing, an option appears to view the next 20 items in the structure.
DoD Configuration options:
Enable custom scripting: Allows creation of custom scripts for security or for notifications.
Classified topic options:
Run auto computation of declassification date: Computes the declassification date for classified objects.
Maximum years before declassifying: Sets the number of years after which content is declassified.
The fiscal calendar is the calendar used by an organization for financial and accounting purposes. A fiscal year may coincide with a calendar year (that is, run from January 1 to December 31), but it does not need to.
Specify the start date of the fiscal year once, unless the organization changes the fiscal start date or the start date varies from year to year. The fiscal start date may need to be set manually each year if your organization has a unique fiscal calendar start, such as the first Monday of each year, for example, because a date does not fall on the same weekday each year.
Permissions:
The Admin.RecordManager right is required to perform this task. This right is assigned by default to the Records Administrator role.To set the fiscal calendar start date, complete the following steps:
Choose Records then Configure then Settings from the Top menu.
The Configure Retention Settings Page opens.
Specify the date the fiscal year begins for the organization in the Start of Fiscal Calendar box. To enter a date, enter the starting date and select the month from the list. For example, if your organization starts its fiscal calendar on April 1, type 1 and select April from the list of months.
Click Submit Update.
A message is displayed saying the configuration was successful.
Click OK.
You can enable performance monitoring to check the status of batch processing, service calls, and other system information. To enable this, choose Records then Audit from the Top menu. Choose Configure then Performance Monitoring.
Several default numbers have been set as a starting point for monitoring. Actual performance variations will depend on the hardware used at the site and other variables such as total amount of content and software in use.
For details about using performance monitoring, see the Oracle WebCenter Content Administrator's Guide for Records.
Some general configuration options for Physical Content Management are available on the Configure Physical Settings Page. This is similar to the Configure Retention Settings Page where a series of options are used to determine system functionality.
To access this page, choose Physical then Configure then Settings from the Top menu. Other configuration options are available on the Configure menu, such as setting up chargebacks, invoices, and other aspects of Physical Content Management.
Other chapters in this guide discuss how to configure components to use for Physical Content Management. See Chapter 8, "Configuring Physical Content Management" and Chapter 9, "Setting Up PCM Storage Space" for details and see the Oracle WebCenter Content Administrator's Guide for Records for additional information
The following options appear on the Configure Physical Settings Page:
Default Transfer Method: Specifies the default transfer method (copy, fax, mail, and so on).
Default Request Priority: Specifies the default priority to be used for reservations (no priority, rush, this week, and so on).
Default Checkout Period (days): Specifies the number of days a reserved physical item can be checked out.
Delete completed requests: Specifies if completed reservation requests are automatically deleted after a specified number of days.
Request history period (days): The maximum number of days a reservation request is stored in history.
Check in internal content item for reservation workflow: Specifies if a new internal content item should be checked in when a reservation request is made.
Do not notify users when checked-out items are overdue: Specifies that users with late items receive an e-mail notification.
Allow reservation requestors to modify/delete their reservations: Specifies if users who create a reservation request can modify or delete their open requests.
Automatically update request waiting list: Specifies if waiting lists for requests are updated automatically.
Show batch services: Specifies if batch services are available in the External Content menu.
Enable offsite functionality: Specifies if the storage of content offsite is enabled. When this is enabled, new metadata fields are added to the system as well as the Offsite security group.
Important:
Workflow creation is only needed to enable category disposition approval processing, reservation processing, or offsite request processing. If you do not need that functionality, you do not need to set up any workflows.Workflows are used to specify how content is routed for review, approval, and release to the system. A criteria workflow is used for content that enters the review process automatically, based on metadata matching predefined criteria. A basic workflow is one used to process specific content items.
Three specific criteria workflows must be set up in order for the following functionality to work:
Category Disposition Approval Processing: Set up to route category dispositions for review and approval.
Note that if you enable the disposition workflow feature on the Configure Retention Settings page but do not set up the workflow, you must set the UpdateDispositionsTableOnWorkflowApproval configuration variable to false in the config.cfg file.
Reservation Processing: Set up to route reservation requests for physical content for processing.
Offsite Processing: Set up to process requests for offsite storage of items.
A workflow is composed of several steps that route the content to groups of people in an alias list. It can be customized to exit when completed, branch content depending on certain conditions, and use variables to designate unknown users.
After a workflow is enabled, it goes through several specific stages:
When a content item is approved by the minimum number of reviewers for a particular step, it goes to the next step in the workflow.
If the step is defined with 0 approvals required, the reviewers are notified, but the content goes to the next step automatically. This is useful to ensure that the proper people are aware that an item is in the workflow process.
If any reviewer rejects the content, it goes back to the most recent Review/Edit Revision or Review/New Revision step. If there is no such step, the content goes back to the original author.
Depending on how the edit criteria is defined, the most recent Review/Edit Revision or Review/New Revision step may result in a new revision or an updated revision.
A revision may be released to the system:
After it exits the workflow: When content is approved at the last step in the workflow, the content item is released to the system.
Before it exits the workflow: When you set up a side effect that releases a document from edit state, the document is available for indexing, searching, and archiving. This is useful primarily for business routing that doesn't require publishing to the web, for example an expense report.
Generally, if a Basic workflow contains multiple content items, none of them are released to the system until all of the items have been released from completion of the workflow. However, if a content item is released from edit state as a side effect, that content item can be released without waiting for all items in the Basic workflow.
Workflows are discussed in detail in the Oracle WebCenter Content Application Administrator's Guide for Content Server. This section describes only the information needed to establish the three workflows necessary for Oracle WebCenter Content: Records.
The following steps briefly explain the Criteria workflow process and some of the tasks that should be performed before setting up the workflow:
A user with Workflow rights sets up the Criteria workflow by defining the following:
Security groups: The RecordsGroup, Reservation and Offsite security groups are required.
Metadata fields and values: These fields are set up at installation (for example, OffsiteRequest.)
Review steps and reviewers for each step: It is good practice to discuss workflows with the people involved so they are aware of the responsibilities they will have in the process.
If a group of people need to be included in an alias that should be created ahead of time. The following alias lists are needed:
Disposition Reviewers: Those people who will review disposition criteria. Suggested name: DispositionReviewGroup.
Reservation Reviewers: Those people who can approve reservation requests. Suggested name: ReservationGroup.
Offsite Request Reviewers: Those people who review requests for offsite storage. Suggested name: OffSiteRequestReviewGroup.
See the Oracle WebCenter Content System Administrator's Guide for Content Server for details about adding aliases and adding users to alias groups.
A user with Workflow rights starts the Criteria workflow by enabling it.
When content is checked in with the defined security group and metadata field value, the content enters the workflow.
Reviewers for the first step are notified by e-mail that the revision is ready for review.
The reviewers approve or reject the revision.
If the step is a reviewer/contributor step, the reviewers can check out the revision, edit it, and check it back in before approving it. For example, administrators may need to alter a reservation request.
If a user rejects the revision, the workflow returns to the previous contribution step, and the users for that step are notified by e-mail.
When the minimum number of users have approved the revision, it goes to next step. If the minimum number of approvals is 0, the revision moves to the next step automatically.
When all steps are complete, the revision is released to the system.
Permissions:
The Rights.Apps.Workflow right is required to perform this task. This right is not assigned by default to any role. It must be assigned to a role before a workflow can be created.This section details the specific requirements for the three workflows needed for Oracle WebCenter Content: Records functionality:
The Category Disposition Workflow is used to approve the disposition rules on a category before the rules are enacted.
Choose Administration then Admin Applets from the Main menu.
The Administration Applets Page opens.
Click Workflow Admin.
The Workflow Admin dialog opens.
Click the Criteria tab. Click Add.
The New Criteria Workflow dialog opens.
Enter the following information:
Workflow name: CategoryDispositionsProcess.
Description: Category Disposition Processing.
Security Group: Select RecordsGroup from the list.
Original Author Edit Rule: Select Edit Revision.
Has Criteria Definition: Select this checkbox.
Field: Select Type from the list.
Operator: This should say Matches.
Value: Select RetentionCategory from the list.
Click OK when done. The Workflow Admin dialog opens.
In the Criteria portion of the dialog, in the Steps section, click Add.
The Add New Step dialog opens.
Enter the following information:
Step name: CategoryDispositionsReview.
Description: Review Category Dispositions.
Users can review and edit (replace) the current revision: Select this checkbox.
Click the Users tab then click Add Alias. Select the alias list for the users who will review dispositions and click OK.
Click the Exit Condition tab. In the Required Approvers portion, select the checkbox for All Reviewers.
Click OK. The Workflow Admin dialog opens.
Click Enable to start the workflow.
The Reservation workflow is used to process reservation requests for physical items.
Choose Administration then Admin Applets from the Main menu.
The Administration Applets Page opens.
Click Workflow Admin.
The Workflow Admin dialog opens.
Click the Criteria tab. Click Add.
The New Criteria Workflow dialog opens.
Enter the following information:
Workflow name: ReservationProcess.
Description: Processes reservations.
Security Group: select Reservation.
Original Author Edit Rule: Select Edit Revision.
Has Criteria Definition: Select this checkbox.
Field: Select Type.
Operator: This should say Matches.
Value: Select Request.
Click OK when done. The Workflow Admin dialog opens.
In the Criteria portion of the dialog, in the Steps section, click Add.
The Add New Step dialog opens.
Enter the following information for the first step:
Step name: RequestReview
Description: Review Request
Users can review and edit (replace) the current revision: selected.
Click the Users tab then click Add Alias. Select the alias list for the users who will review reservation requests and click OK.
Click the Exit Condition tab. In the Required Approvers portion, select At Least This Many Reviewers and enter 1 for the value.
Click OK. The Workflow Admin dialog opens.
In the Criteria portion of the dialog, in the Steps section, click Add.
The Add New Step dialog opens.
Enter the following information for the second step:
Step name: RequestComplete
Description: Complete the request
Users can review the current revision: selected.
Click the Users tab then click Add Alias. Select the alias list for the users who will complete the reservation requests and click OK.
Click the Exit Condition tab. In the Required Approvers portion, select At Least This Many Reviewers and enter 0 for the value.
Click the Events tab.
Click Edit in the Entry section. Click the Custom tab then select Custom Script Evaluation. Enter the following code
<$wfSet("wfJumpName", "complete")$>
<$wfSet("wfJumpEntryNotifyOff", "1")$>
Click OK.
Click Edit in the Update section. Click the Custom tab then select Custom Script Evaluation. Enter the following code:
<$if parseDate(dOutDate) < parseDate(dateCurrent(1))$>
<$wfSet("wfJumpName", "complete_update")$>
<$wfSet("wfJumpTargetStep", wfCurrentStep(10))$>
<$wfSet("wfJumpEntryNotifyOff", "1")$>
<$endif$>
Click OK.
Click OK. The Workflow Admin dialog opens.
Click Enable to start the workflow.
The Offsite Storage workflow is used to process requests to store physical items offsite.
Choose Administration then Admin Applets from the Main menu.
The Administration Applets Page opens.
Click Workflow Admin.
The Workflow Admin dialog opens.
Click the Criteria tab. Click Add.
The New Criteria Workflow dialog opens.
Enter the following information:
Workflow name: OffsiteProcess.
Description: Processes Offsite Requests.
Security Group: select Offsite.
Original Author Edit Rule: select Edit Revision.
Has Criteria Definition: selected.
Field: select Type.
Operator: this should say Matches.
Value: select Offsiterequest.
Click OK when done. The Workflow Admin dialog is opens.
In the Criteria portion of the dialog, in the Steps section, click Add.
The Add New Step dialog opens.
Enter the following information for the first step:
Step name: OffsiteRequestReview.
Description: Review Offsite Request.
Users can review and edit (replace) the current revision: selected.
Click the Users tab then click Add Alias. Select the alias list for the users who will review reservation requests and click OK.
Click the Exit Condition tab. In the Required Approvers portion, select At Least This Many Reviewers and enter 1 for the value.
Click OK. The Workflow Admin dialog opens.
Click Enable to start the workflow.
When using Oracle DIS with the Records system with the DoD compliance component enabled, users may not be able to check in files by copying and pasting or by dragging and dropping them into contribution folders. DoD compliance requires that the Category or Folder fields be required during checkin, that means an item cannot be checked in if the field is empty.
Because copying and pasting or dragging and dropping into a folder often does not require any additional user interaction, the checkin will not complete successfully unless the administrator configures the Records system to enable such checkins.
Several workarounds for this issue are available:
Set default metadata for the folders by selecting the category and folder from the available selections
Set default metadata for users by creating a global rule when setting up profiles.
Change the configuration of the system by setting the dodSkipCatFolderRequirement variable.
Several configuration variables are available that can be included (or modified) in a configuration file to change the behavior or interface of the software. In addition to the configuration variables described here, flags in the rma_email_environment.cfg file can be set to determine which fields can be edited during events such as checkin and update for e-mail content. The flags are a double-colon-separated list.
The following is an overview of the more commonly used configuration variables. For details about each variable, see the Oracle WebCenter Content Idoc Script Reference Guide.
AllowRetentionPeriodWithoutCutoff: Used to specify retention periods for triggers.
dodSkipCatFolderRequirement: Allows items to be checked in without specifying a category or folder for the checkin. If a DoD configuration is in use, this causes non-conformance with DoD regulations.
HideVitalReview: Used to hide the Subject to Review fields.
RecordsManagementDenyAUthorFreePassOnRMSecurity: Allows the author of content to delete content they authored regardless of the user's security settings.
RecordsManagementNumberOverwriteOnDelete: Sets the number of disk scrubbing passes used for a destroy action.
RmaAddDocWhereClauseForScreening: Allows users with the Records Administrator role to screen for frozen items to which they do not have access (using ACLs) on the screening page or on the Freeze Information Page.
RmaAllowKeepOrDestroyMetadataOption: Allows the option to keep or destroy metadata when using the following disposition actions: Delete All Revisions, Accession, Archive, Move, and Transfer.
RmaEnableWebdavPropPatchOnExport: Enables WebDAV support of a PropPatch method to assign metadata values to a file that has been uploaded to a WebDAV server.
RmaEnableFilePlan: Enables the File Plan folder structure.
RmaEnableFixedClone: Enables the fixed clone functionality that allows the creation of record clones of content revisions.
RmaEnablePostFilterOnScreening: Enables additional security on screening results. If a user does not have appropriate security for an item in a screening result list, that item is hidden from view.
RmaFilePlanVolumePrefix and RmaFilePlanVolumeSuffix: Defines the naming convention for volumes.
RmaFixedClonesTitleSuffix: Used to set the suffix that is automatically appended to a fixed clone content item.
RMAHideExternalFieldsFromSearchInfo and RMAHideExternalFieldsFromCheckInUpdate: Used to hide external fields on the noted pages. The default setting is TRUE, so External fields are hidden on those screens.
RmaNotifyDispReviewerAndCatAuthor: Used to control who is notified about disposition actions.
RmaNotifyReviewerAndAlternateReviewer: Used to control what reviewers are notified about actions.
ShowContentForStorageBrowse: Used to show content items in the storage browse screens.
SimpleProfilesEnabled: Used to enable Simple Profile functionality.
UieHideSearchCheckboxes: Used to show or hide the metadata field checkboxes on the search page, which limit the number of metadata fields initially shown on the page.