| Oracle® WebCenter Content Setup Guide for Records 11g Release 1 (11.1.1) Part Number E10640-03 |
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PDF · Mobi · ePub |
| Oracle® WebCenter Content Setup Guide for Records 11g Release 1 (11.1.1) Part Number E10640-03 |
|
|
PDF · Mobi · ePub |
This section contains information about the interface used with the software.
Several buttons are common to many pages and are not discussed unless additional information is available:
Submit: Submits the changes made to the page.
Reset: Clears any entries and resets the page to its default.
Quick Help: Displays the help entry for the screen.
Delete: Removes the item on the screen.
Create: Submits the information provided and creates the item.
Info: Displays the information page for the item.
The screens used are divided into the following groupings:
After installation of the software, two screens are available with options that must be configured before setting up retention policies and procedures:
This page is used to determine which components are enabled for use.
The page depiction here shows all options.
To access this page, choose Records then Configure from the Top menu. Choose Enabled Features.
After making selections or if configuration options are changed (for example, switching from Baseline to Classified), restart Oracle WebCenter Content and rebuild the index. See the Oracle WebCenter Content System Administrator's Guide for Content Server for details.
For details about the components enabled for each option, click the Info icon.
| Element | Description |
|---|---|
| Installation Level | The type of configuration to be enabled. Options include:
|
| Features | This section contains a list of features that can be enabled when using the Custom option. Default features are enabled when installation levels are chosen.
These features include:
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| Disposition Actions | This section contains the disposition actions for content. They include:
|
This page is used to set global options for aspects of the retention management system.
Note that this is a checklist to be used as a reminder. The system does not verify that these items have been appropriately set.
Important:
You must configure all defaults, including any necessary categories, dispositions, and triggers, before checking in content that will use those defaults.To access this page, choose Records then Configure then Setup Checklist from the Top menu.
If the configuration tasks on this page are not completed, a warning message with a link to this page appears on the home page. Click the link to open this page.
The options on this page vary according to the type of installation chosen. The screen depiction shown here may not be the same as that in use at a site. For example, if an Adapter is installed, an additional entry is available to perform the configuration steps necessary for the Adapter.
After making selections or configuration options are changed (for example, switching from Baseline to Classified), restart Oracle WebCenter Content and rebuild the index. See the Oracle WebCenter Content System Administrator's Guide for Content Server for details about restarting the system and rebuilding the index from the Repository Manager.
Important:
If File Store Provider is needed to check in templates for the Records system, you must set up the File Store Provider first and then check in the templates. See the Oracle WebCenter Content System Administrator's Guide for Content Server for details about using File Store Provider.Selecting any option in this list displays a detailed explanation of the option's purpose. Other options may also be available, depending on the installation being performed.
| Element | Description |
|---|---|
| Configure Installation | Used to configure optional components and metadata fields. |
| Configure Report Library | See Section A.1.2.1, "Configuring the Report Library" for details about configuring the necessary report library. |
| Define Defaults | Used to define the default information for audit trails, template locations, and metadata for content that is automatically checked in on a periodic basis. Also used to configure the metadata used for Audit Entries and for Screening reports.
Clicking an option brings up a checkin page where the fields to be used as defaults can be edited. This option is also used to check in report templates, dashboard panels, and category defaults. |
| Configure Security Settings | Used to define the security settings including roles, rights, and Access Control List use. This link opens the Admin Applets. Click the User Admin Applet to configure security. |
| Configure Retention Management Settings | Used to configure many retention management options such as supplemental markings, triggers, and reports. Selecting this option opens the Configure Retention Settings Page. |
| Configure Fiscal, Calendar, and Custom Periods | Used to set periods used for disposition processing. Selecting this option opens the Configure Periods Page. |
| Configure Global, Direct, and Indirect Triggers | Used to set up the triggers used for disposition processing. Selecting this option opens the Configure Triggers Page. |
| Create Retention Schedule or Import Retention Schedule | Used to set up retention schedules. Selecting Create Retention Schedule opens the Exploring Retention Schedule Page. Selecting Import Retention Schedule opens the Import/Export Screen. See the Oracle WebCenter Content Administrator's Guide for Records for details about importing and exporting files. |
| Configure Freeze Reasons | Used to set up freezes. Selecting this option opens the Freeze Configuration Page. |
| Configure Workflows | Used to set up workflows to use with offsite storage, reservations, and category disposition processing. These workflows must be set up in order for that functionality to work properly. Click the Workflow Admin Applet to proceed. |
| Configure Default Reviewers | Used to add users as default reviewers. |
| Configure Related Content Types | Used to set up links. Selecting this option opens the Configure Links Type Page. Links are discussed in the Oracle WebCenter Content User's Guide for Records. |
| Configure Federated Search Default Category | Used to indicate a default category and default folder to use for Federated searches. Selecting this option opens the Admin Server page where the appropriate configuration variables can be entered:
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| Configure Profile Triggers | Used to determine the trigger for profiles used in searching and checking in content and physical items. |
If you plan to configure the Records Management feature in Content Server, you need to add the oracle.xdo.runtime.ear library manually.
For complete details on the configuration process, see the Oracle WebCenter Content Installation Guide.
Follow these instructions to load the library from the WebSphere Integrated Solutions Console after the server node is created for Oracle WebCenter Content.
From the Integrated Solutions Console, click Shared Libraries under Environment, on the left.
In the shared libraries display, select the scope value as the Oracle WebCenter Content node that needs the library.
If the oracle.xdo.runtime.ear library does not already exist in the Shared Libraries list, click New, and enter these values:
Name=oracle.xdo.runtime_1_11.1.1.3.0 Classpath= WC_CONTENT_ORACLE_HOME/ucm/idc/components/ReportPublisher/lib/APP-INF/lib
Click Apply.
In the Servers section on the left, under Server Types, click WebSphere application servers.
In the table on the Application servers screen, click Oracle WebCenter Content.
In the installed applications display, click WebCenter Content.
In the application configuration display, under References, click Shared library references.
Select the Oracle WebCenter Content application, and click the Reference Shared Libraries button.
In the Shared Library Mapping display, select oracle.xdo.runtime_1_11.1.1.3.0 on the left, move the selection to the right, and click OK.
In the Reference Shared Libraries display, click OK.
Under Messages at the top, click Save to save the local configuration to the master configuration.
Follow these instructions to configure the library from the Oracle WebLogic Server Administration Console after creating the domain that includes the WebCenter Content Managed Server and before starting it for the first time. You also need to add a reference to this library in the weblogic-application.xml file of the WebCenter Content EAR file before starting the Managed Server.
After a domain is created, start only the Administration Server. If the WebCenter Content Managed Server has already been started, then you will have to perform additional steps to add a reference to the deployed WebCenter Content instance later.
Open the Administration Console in browser, click Deployments on the left, and browse the pages to check if there is already an oracle.xdo.runtime file. If it is already present, then no more steps need to be performed.
If the file does not already exist, click Install on the Deployments display. A file selection dialog opens. Browse the available file system, and select oracle.xdo.runtime in the following path:
MW_HOME/WC_CONTENT_ORACLE_HOME/ucm/idc/components/ReportPublisher/lib/oracle.xdo.runtime.ear
Click Next. The option page to select the file as library opens. Select Install this deployment as a library, and click Next.
The Target Selection Screen opens. Select all targets, and click Next.
The Deployment Name screen opens. In the Security section, select DD Only: Use only roles and policies that are defined in the deployment descriptors. In the Source accessibility section, select Copy this application onto every target for me, and click Next.
In the Additional Configuration section, select Yes, Take me to the deployment's configuration screen, and click Finish. The library is now deployed in the environment.
This page is used to set many of the configuration options for the system. When initially opened, the options on this page are unexpanded. To expand an option, click the plus sign next to the section name.
Permissions:
The Admin.RecordManager right is required to use this page. This right is assigned by default to the Records Administrator role. If the Run Auto Computation of Declassification Date option is selected, the user must have the highest security classification as well.To access this page, choose Records then Configure then Settings from the Top menu.
The following list describes the sections on this page and the options included in each section. Depending on the configuration, not all options may appear. The following table describes all options in more detail.
General
Start of fiscal calendar
Archive Meta Data Format
Log Metadata Changes
Disable Lifecycle Update
Enable Category Dispositions Review
Enable Report Exclude Search Options
Record Definition
Always/Never restrict revisions
Always/Never restrict deletions
Always/Never restrict edits
Display Record Icon
Security
ACL-based security
Default security on Retention Schedule objects
Supplemental Markings
User must match all Supplemental Markings
Custom Security fields
Classified Security
Notification
Do not notify authors
Scheduling
Only allow scheduled screening
User interface
User-friendly disposition
Show Export Date
Use Page Navigation
Paginate Navigation Tree
DoD Config
Enable Custom Script Evaluation
Classified Topics
Maximum years before declassifying
Run Auto Computation of Declassification Date
Permissions:
The Admin.RecordManager right is required to use this page. This right is assigned by default to the Records Administrator role.| Element | Description |
|---|---|
| Start of Fiscal Calendar | The date designation for the fiscal year. Type the day of the month and select the month from the list.
Required for processing fiscal date periods. Default: April 1. |
| Archive Meta Data Format | The storage file format for the metadata of items in a disposition bundle (for example, a zipped archive of items affected by a transfer, archive, or accession disposition action created using the Get Content and Folders command):
|
| Log Metadata Changes | If selected, enables tracking item-level metadata changes. Default: enabled. |
| Enable Category Dispositions Review | If selected, enables the workflow to review category dispositions. The workflow must be set up prior to enabling. |
| Enable Report Exclude Search Options | If selected, report templates and reports are excluded from search results and options are available for use on the Configure Reports Settings Page. |
| Disable Lifecycle Update | If selected, prevents life cycle updates |
| Always restrict revisions/Never restrict revisions | If selected, allows or prevents revisioning of content. |
| Always restrict deletions/Never restrict deletions | If selected, allows or prevents deleting of content. |
| Always restrict edits/Never restrict edits | If selected, allows or prevents editing of content. |
| Display record icon | Specifies when a record icon should be displayed next to an object name when listing search results. Enabling the icon allows administrators to use a method to easily highlight items with specific qualities, such as when a deletion is restricted or when revisions are restricted. Options include:
|
| ACL-based security | If selected, enables security based on Access Control Lists (ACLs) and enables the Group and User Permissions fields on pages where ACLs can be created to assign security permissions. The initial default is dependent on the features enabled. If DoD Baseline or DoD Classified is enabled, this feature is enabled. |
| Default Content Server security on Retention Schedule objects | If selected, enables default security on retention categories, record folders, and triggers. Default: enabled.
IMPORTANT: If your organization requires a change to this feature after your production environment is running, call Technical Support for assistance. |
| Supplemental Markings | If selected, enables supplemental marking security on content, record folders, and users. This must be selected to enforce user matching of at least one supplemental marking.
Default: enabled. |
| User must match all Supplemental Markings | If selected, forces a user to match all supplemental markings to access an item. When not selected, a user must match at least one supplemental marking to access an item within a marked record folder.
Default: enabled. |
| Custom Security Fields | If selected, enables the creation of custom security fields. Only available if the DoD Baseline configuration is used. Default: not enabled. |
| Classified Security | If selected, enables the classified security feature (required for conformance to the Chapter 4 Classified Records section of DoD 5015.2 specification).
Default: enabled/disabled, depending if the Classified Enhancements option was selected during configuration. |
| Do Not Notify Authors | If selected, prevents e-mail notifications from being sent for pending events, reviews, and the Notify Authors disposition action. Default: not enabled. |
| Only allow scheduled screening | If selected, hides the Search button on the screening page to prevent users from starting screenings manually. Useful in cases where the total number of items in the system is so large it is impractical to have users wait for reports. Default: not enabled. |
| User-friendly disposition | If selected, enables user-friendly language for disposition rules. If unselected, standard DoD 5015 labels are used.
Default: not enabled. |
| Show Export Date | If selected, enables users to export items in the retention schedule that changed since a specific date. Default: not enabled. |
| Use Page Navigation | If selected, displays more elaborate page navigation controls on screening results lists and disposition record folder lists. Default: enabled. |
| Paginate Navigation Tree | If selected, displays the number of pages and page location on screening results lists and disposition record folder lists. Default: enabled. |
| Enable Custom Script Evaluation | If selected, allows the creation of custom scripts. This field is only displayed if classified security features are enabled. See the Oracle WebCenter Content Administrator's Guide for Records for details about custom scripts. Default: enabled. |
| Maximum years before declassifying | The number of years after which content is declassified. Default: 25 years.
This field is only displayed if classified security features are enabled and the user has the Admin.PrivilegedEnvironment rights. This right is assigned by default to the predefined Records Officer and Records Administrator role. |
| Run Auto Computation of Declassification Date | This field is only displayed if classified security features are enabled and the user has the Admin.PrivilegedEnvironment rights. This right is assigned by default to the predefined Records Officer and Records Administrator role. The user must also have the highest security setting (for example, Top Secret).
When selected, records with a publication date plus the Maximum years before declassifying value that is less than the current date are automatically declassified. NOTE: If this is set to 0 and auto-computation of declassification dates is chosen, any classified items currently in the system are set to declassified. Default: not enabled. |
Important:
Enabling or disabling ACLs affects existing ACL settings system-wide. For example, if ACLs are enabled in Oracle WebCenter Content and the Records system is configured to one of the DoD settings (which re-enables ACLs), the Oracle WebCenter Content ACLs are overridden. And if the Typical or Minimal Oracle WebCenter Content: Records settings are used, ACLs are disabled because ACL-based security is not enabled by default for those options. It is enabled by default for the DoD options.This page is used to configure many aspects of Physical Content Management.
Permissions:
You must have the PCM.Admin.Manager right to access this page. By default, this right is assigned to the predefined PCM Administrator role.To access this page, choose Physical then Configure then Settings from the Top menu.
The Batch Services option is only available if the corresponding option on the Configure Physical Settings Page is enabled.
The menu items available to users depend on the rights they have been assigned. A content administrator with all access rights (typically assigned the predefined PCM Administrator role) will see all administrator menus. Other users (for example, those assigned the default PCM Requestor role) may see a much smaller subset of the administrator menus, depending on their assigned rights.
The following screens are used to view security settings and to set security for classification.
This page shows the rights assigned to a specific user.
To access this screen, choose Records then Rights from the Top menu. Click any highlighted link to expand the list and show details about the assigned rights.
Use this portion of a page to adjust the permissions given to individuals and groups.
This functionality appears on several different pages such as Create or Edit Trigger Type Page and the Create or Edit Freeze Page.
This page is used to assign management rights to roles.
To access this page, choose Admin Applets from the Administration menu. Click the User Admin icon. Choose Security then choose Permissions by Role. Select a role to view the rights. Highlight any role then click Edit RMA Right or Edit ECM Right.
The following screens are used to manage classifications:
This page is used to create security classifications and set the classification hierarchy.
To access this page, choose Records then Configure from the Top menu. Choose Security then Security Classification.
Permissions:
The Admin.RecordManager and Admin.SecurityClassifications rights are required to use this page. These rights are assigned by default to the Records Administrator role.| Element | Description |
|---|---|
| Up or Down | Moves a selected security classification upward or downward one step in the hierarchy with each click. |
| Add | Opens the Create or Edit Security Classification Page, where a security classification can be defined. |
| Info | Opens the Security Classification Information Page, where information and references for the selected security classification can be viewed. If a user has the appropriate rights, the user can also edit or delete the security classification. |
This page is used to define or change a security classification.
To access the Create page, click Add on the Configure Security Classification Page.
Use the Edit page to modify the properties of an existing security classification. To access this page, click the Edit icon (a pencil) for a classification on the Configure Security Classification Page.
Permissions:
The Admin.RecordManager and Admin.SecurityClassifications rights are required to use this page. These rights are assigned by default to the Records Administrator role.| Element | Description |
|---|---|
| Security Classification | A unique name or acronym for the security classification. Maximum characters: 30. This field is view-only on the edit page. Required. |
| Brief Description | A brief description of the security classification. Maximum characters: 30. Required. |
The following screens are used in managing custom security:
This page is used to view, delete, or add custom security fields.
To access this page, choose Records then Configure from the Top menu. Choose Security then Custom Security. Two types of security fields can be created:
Simple fields: These types of custom security fields pair a custom content field with a custom user field to create a new field.
Advanced security fields: These custom fields are applied to fields that use option lists. The security can be applied to individual items in the option list.
Custom security is only available when Custom Security is selected on the Configure Retention Settings Page.
These pages are used to add or edit simple custom security fields.
Use the Create Page to define a new simple security field. To access this page, click Add on the Simple Custom Security tab on the Configure Custom Security Page.
Use the Edit Page to modify the properties of an existing custom security field. To access this page, choose Edit field from the item's Actions menu on the Configure Custom Security Page.
Permissions:
The Admin.RecordManager right is required to use this page. This right is assigned by default to the Records Administrator role.| Element | Description |
|---|---|
| Custom Security Field | A unique name for the field. Maximum characters: 30. This field is view-only on the edit page. Required. |
| Doc Meta Field | The content field to match against the user field. The list displays all available content fields, custom or otherwise. |
| User Field | The user field to match against the content field. This field must also be set up in the User Admin utility. Required. |
| Match all | If selected, forces the user to match all content field entries. When unselected, allows access when a user matches at least one content field. |
This page is used to set the security on individual options in the option list.
This page is opened when a metadata field is chosen on the Advanced Custom Security dialog.
Permissions:
The Admin.RecordManager right is required to use this page. This right is assigned by default to the Records Administrator role.| Element | Description |
|---|---|
| Option Value | An item in an option list used for the security setting. |
| Security Group | Security group that can access this option. |
| Assigned Aliases | Alias that can access this option. |
| Assigned Users | Users who can access this option. |
This page is used to select the users, aliases, and security groups who can access the option.
To access this page, choose Edit Security from the Actions menu of an option on the Advanced Custom Security Option Page.
Permissions:
The Admin.RecordManager right is required to use this page. This right is assigned by default to the Records Administrator role.| Element | Description |
|---|---|
| Users | Enter the first two letters of a user name in the dialog box to display a list of user names or type two asterisks (**) to display a list of names. Scroll to the name to use and click Add.
To adjust the permissions given to that user, click a circled permission next to the name to add or to remove it. To remove the user, click the X next to the user name. The name appears with a line through it, indicating it is no longer in use. |
| Aliases | Enter the first two letters of an alias name in the dialog box or type two asterisks (**) to display a list of aliases. Scroll to the name to use and click Add.
To adjust the permissions for the alias, click a circled permission next to the name to add or to remove it. To remove the user, click the X next to the user name. The name appears with a line through it, indicating it is no longer in use. |
| Security Group | Security group that can access the option. |
The following screens are used to configure classification guides:
This page is used to start setting up classification guides.
To access this page, choose Records then Configure from the Top menu. Choose Security then Classification Guide.
Permissions:
The Admin.ClassificationGuide right is required to perform this action. This right is assigned by default to the Records Officer and Records Administrator roles.| Element | Description |
|---|---|
| Guide Name | A list containing all defined classification guides. Click Info to view information about the selected classification guide or edit it, and click Delete to remove it. |
| Add | Opens the Create or Edit Classification Guide Page, used to create a new classification guide. |
| Info | Opens the information page for the selected classification guide. See Classification Guide Information Page. |
| Delete | Deletes the selected classification guide. |
This page is used to add or edit the classification guide.
To access this page, click Add on the Configure Classification Guide Page.
Use the Edit Page to modify the name of an existing classification guide. To access this page, choose Records then Configure then Security from the Top menu. Choose Classification Guides. In the menu, select the classification guide to edit and click Info. From the Top menu, choose Edit.
Permissions:
The Admin.ClassificationGuide right is required to perform this action. This right is assigned by default to the Records Officer and Records Administrator roles.| Element | Description |
|---|---|
| Guide ID field | An identifier for the classification guide. Maximum characters: 80. This field is view-only on the edit page. Required. |
| Guide Name field | A name or description for the classification guide. Maximum characters: 100. Required. |
| Guide Date | The date the guide is activated. |
| Originating Organization | The organization associated with the guide. |
Use this page to set up and configure classification topics.
To access this page, choose Edit then Configure Topics from the Page menu on the Classification Guide Information Page.
Permissions:
The Admin.ClassificationGuide right is required to perform this action. This right is assigned by default to the Records Officer and Records Administrator roles.| Element | Description |
|---|---|
| Guide Name | Shows the name of the classification guide the topic is associated with. It cannot be edited. |
| Topic Name | Contains all defined topics for the current classification guide. |
| Add | Opens the Create or Edit Classification Topic Page, used to create a new classification topic. |
| Info | Opens the Classification Topic Information Page. |
| Delete | Deletes the selected classification topic. |
This page is used to add or modify classification topics.
Use the Create Page to define a new classification topic. To access this page, click Add on the Administer Classification Topic Page.
Use the Edit Page to modify the properties of an existing classification topic. To access this page, select a topic then click Info on the Administer Classification Topic Page. From the Page menu, choose Edit then Configure Topics. From the Topic Name list, select the classification topic to edit and click Info. From the Page menu, choose Edit.
To modify the topic settings (that is, the default metadata field values), choose Edit Topic Settings from the Page menu. This opens the Configure Topic Settings Page.
Permissions:
The Admin.ClassificationGuide right is required to perform this action. This right is assigned by default to the Records Officer and Records Administrator roles.| Element | Description |
|---|---|
| Guide ID | Name of the classification guide with which the topic is associated. It cannot be edited. |
| Topic Name | Name for the classification topic. Maximum characters: 255. |
| Topic Description | Description for the topic. Maximum characters: 1,000. |
| Create (Create Page only) | Opens the Configure Topic Settings Page, where the default metadata field values are specified. |
This page is used to set or modify the default field values of a classification topic.
To access this page, choose Edit then Edit Topic Settings from the Page menu on the Classification Topic Information Page.
The Reason for Classification, Declassify Exemption Category and Declassify on Event fields contain items defined by the administrator using the Configuration Manager utility.
Permissions:
The Admin.ClassificationGuide right is required to perform this action. This right is assigned by default to the Records Officer and Records Administrator roles.| Element | Description |
|---|---|
| Initial classification | The initial classification assigned to the topic. The list contains all defined classification levels but only displays those the user is entitled to see depending on the user's security level. For example, if your assigned classification level is Secret, the list shows Secret and all lower classification levels. Similarly, if no classification level was assigned to you, you see No Markings. |
| Reason(s) for classification | Default reason(s) for classifications assigned to the topic. |
| Declassify exemption category | Default declassification exemption category assigned to the topic. |
| Declassify on event | Default declassification event assigned to the topic. |
| Declassify on date | Default scheduled declassification date assigned to the topic. If Is Auto Declassification Date is selected, the date for declassification is set according to that setting. |
| Classification Guide Remarks | Additional remarks about the classification guide to clarify its usage. |
The following screens are used when managing supplemental markings:
This page is used to view, delete, or add supplemental markings. It is available when Use Supplemental Markings is selected in the Configure Retention Settings Page.
To access the page, choose Records then Configure from the Top menu. Choose Security then Supplemental Markings.
If a marking is deleted the schema must be republished to remove the marking from option lists where the marking may appear. See the Oracle WebCenter Content Administrator's Guide for Records for details about republishing schema.
This page is used to define or edit supplemental markings.
Permissions:
The Admin.RecordManager right is required to use this page. This right is assigned by default to the Records Administrator role.To access this page, click Add on the Configure Supplemental Markings Page. Use the Edit Page to modify the properties of an existing supplemental marking. To access the Edit Page, choose Edit Marking from the item's Actions menu on the Configure Supplemental Markings Page.
| Element | Description |
|---|---|
| Supplemental Marking | A unique name or acronym for the supplemental marking. Maximum characters: 30. This field is view-only on the edit page. Required. |
| Brief Description | A brief description of the marking. Maximum characters: 30. Required. |
| Create (Create Page only) | Creates the supplemental marking. The supplemental marking does not appear in the Supplemental Marking list until you assign the marking to yourself. |
The following screens are used to configure PCM.
Section A.5.1, "Storage Location and Barcode Configuration Pages"
Section A.5.2, "Object Types, Media Types, and Payment Types"
The following screens are used when configuring locations and barcodes:
This page is used to add, edit, delete, or reorder location types.
To access this page, choose Physical then Configure from the Top menu. Choose Types then Location Types.
Permissions:
The PCM.Admin.Manager right and the PCM.Admin.LocationTypes right are needed to perform this action. These rights are assigned by default to the PCM Administrator role.| Element | Description |
|---|---|
| Location types | Location types in their assigned hierarchical order. A location type contains all location types below it in the list. The location type at the bottom of the list is the most specific (and smallest) storage location. |
| Up or Down | Moves the associated item up or down one level in the storage hierarchy. |
| Add | Opens the Create or Edit Location Type Page, used to define a new location type. |
| Info | Opens the information page for a selected item where a user can view or edit the properties of the location type or delete the location type. |
This page is used to define or edit location types to be used in the definition of the storage environment.
To access this page, choose Physical then Configure from the Top menu. Choose Types then Location Types.
To edit a type, choose Edit Type from the Actions menu of the type.
Permissions:
The PCM.Admin.Manager right and the PCM.Admin.LocationTypes right are needed to perform this action. These rights are assigned by default to the PCM Administrator role.This page is used to set the default metadata values for reservation items checked into the repository. A similar page is used to set default metadata for offsite storage items.
To access this page, choose Physical then Configure from the Top menu. Choose Offsite Storage then Offsite Default Metadata to access the Offsite Storage page or Configure then Metadata then Reservation Default Metadata to access the reservation page
This page is similar to the a check-in page. Fill in the fields to use for defaults when using reservations.
Permissions:
The PCM.Admin.Manager right is needed to perform this action. This right is assigned by default to the PCM Administrator role.This page is used to create or edit storage locations where physical items can be assigned.
To access this page, choose Physical then Storage from the Top menu. Select a location for the new storage item and choose Create then Define Storage Location from the Actions menu of a location or from the Table menu.
Depending on the location in the hierarchy, a user can create a new storage location or create a physical item in another location.
To edit a location, select an item from the list and choose Edit then Edit Storage Location from the Page menu. Note that a bar code has been assigned if one wasn't specified during creation.
Permissions:
The PCM.Storage.Create right and the PCM.Storage.Edit right are needed to perform these actions. These rights are assigned by default to the PCM Administrator role.This page is used to set a barcode numbering system.
To access this page, choose Physical then Configure then Function Barcodes from the Top menu.
Permissions:
The PCM.Admin.Manager right is needed to perform this action. This right is assigned by default to the PCM Administrator role.| Element | Description |
|---|---|
| Transaction Code | Barcode used for the type of activity or transaction. |
| Transaction Name | Type of transaction or activity associated with the barcode. |
| Is System | Indicator of the type of barcode. System barcodes are default barcodes provided with the software. |
This dialog is used to create a new custom barcode.
This dialog opens after clicking Add on the Configuring Custom Barcode Page.
Permissions:
The PCM.Admin.Manager right is needed to perform this action. This right is assigned by default to the PCM Administrator role.| Element | Description |
|---|---|
| Transaction Code | Code to be associated with the new transaction type. Values must be between 7000 and 9999. Required. |
| Transaction Name | Activity or event associated with the barcode. Required. |
This page is used to define a new storage hierarchy to be imported by specifying creation rules.
To access this page, choose Physical then Configure then Batch Storage Creation from the Top menu.
Permissions:
The PCM.Admin.Manager right is needed to perform this action. This right is assigned by default to the PCM Administrator role.| Element | Description |
|---|---|
| Browse | Opens the Select Storage Location Dialog where the location in the existing storage space is specified that will hold the new storage hierarchy defined on this page. |
| Location Type | Location type for the storage hierarchy. |
| Name Prefix | Prefix for the storage location name that is included in the name and description of the storage location. |
| Start Number | Starting number for the number sequence. |
| Number Of Items | Number of instances of the storage location to include in the storage space. |
| Allow Content | If selected, items can be stored directly in the storage location. This applies to this storage location, not to any child locations. It is not necessary to enable this if any of child locations will hold content. |
| Number of Content Items Allowed | Available if Allow Content is checked. The maximum number of items the storage location can hold. |
| Object Type | Available if Allow Content is checked. Used to select the type of physical content items the storage location can hold from all defined object types. |
| Create | Creates a StorageImport.hda file, which can be imported into the existing storage hierarchy. |
This page is used to select the location in the current storage environment to hold the new storage hierarchy defined on the Create Batch Storage Import File Page.
To access this dialog, choose Browse on the Create Batch Storage Import File Page.
This page is used to view all defined storage locations.
To access this page, choose Physical then Storage from the Top menu.
This page lists physical items contained in a storage location (and its child locations.)
To access this page, choose Physical then Storage from the Top menu. Choose the name of a storage location on the Browse Storage Page.
The following screens are used to configure object, media, and payment types:
This page is used to manage object types.
Permissions:
The PCM.Admin.Manager right is needed to perform this action. This right is assigned by default to the PCM Administrator role.To access this page, choose Physical then Configure from the Top menu. Choose Types then Object Types.
| Element | Description |
|---|---|
| Object Types | Object types including predefined and custom object types. |
| Add | Opens the Create or Edit Object Type Page where a new object type can be defined. |
| Info | Opens the information page for a selected object type where the properties of the object type can be viewed or edited or deleted. |
This page is used to add or edit an object type.
To access this page, click Add on the Configure Object Types Page. To edit a type, choose Edit Object Type from the Actions menu for the item.
Permissions:
The PCM.Admin.Manager right is needed to perform this action. This right is assigned by default to the PCM Administrator role.| Element | Description |
|---|---|
| Object Type ID | Unique identifier for the object type. Maximum characters: 30. This field is view-only on the Edit Object Type page. Required. |
| Object Type Name | Name for the object type. Displayed in the object type list on the Create Physical Item page. Maximum characters: 30. Required. |
| Prefix | A prefix to be used to designate this object type. |
This page is used to edit the relationships between the current object type and other object types. This action defines what object types can be contained within the current object type.
To access this page, choose Physical then Configure from the Top menu. Choose Types then Object Types. Select an object type from the list and choose Edit Object Type Relationships from the object's Actions menu.
Permissions:
The PCM.Admin.Manager right is needed to perform this action. This right is assigned by default to the PCM Administrator role.| Element | Description |
|---|---|
| Assigned Object Types | A list of object types that can be contained within the current object type, used to control what type(s) of physical items can be created within another physical item. |
| Unassigned Object Types | All object types that cannot be contained in the current object type. |
| Add or Remove arrow | Moves an object type from one box to the other, to make objects available or unavailable. |
This page is used to manage defined media types.
To access this page, choose Physical then Configure from the Top menu. Choose Types then Media Types.
Permissions:
The PCM.Admin.Manager right is needed to perform this action. This right is assigned by default to the PCM Administrator role.This page is used to create or edit a media type.
To access this page, click Add on the Configure Media Types Page.
Permissions:
The PCM.Admin.Manager right is needed to perform this action. This right is assigned by default to the PCM Administrator role.| Element | Description |
|---|---|
| Media Type ID | Identifier for the media type. Maximum characters: 30. This field is view-only on the Edit Media Type page. Required. |
| Media Type Name | Name for the media type to be displayed in the media type list. Maximum characters: 30. Required. |
| Object Type | Object type with which the media type is associated. The media type is available only if the object type is selected for the physical item. Only one object type can be associated with the media type. |
The following screens are used to manage Retention Schedules:
See the Oracle WebCenter Content User's Guide for Records for details about icons depicting retention schedule objects.
This page displays all currently defined retention series or categories.
To access this screen, choose Browse Content then Retention Schedules from the Main menu.
The following screens are used to manage series:
This page is used to add or modify a series.
Use the Create Page to create a new series. To access this page, choose Create then Create Series from the Table menu on the Exploring Retention Schedule Page.
Use the Edit Series Page to edit the name of an existing series. To access this page, choose Edit then Edit Series from the item's Actions menu on the Exploring Retention Schedule Page.
Permissions:
The Series.Create right is required to use these pages. This right is assigned by default to the Records Administrator role.| Element | Description |
|---|---|
| Security Group | Security group associated with this series. Required. |
| Author | The creator of the series. Required. |
| Series Identifier | Identifier for the series. Maximum characters: 100 |
| Series Name | Name for the series. Maximum characters: 100. Required. |
| Series Description | Description for the series. Maximum characters: 1,000 |
| Group and User Permissions | Groups and users who can access the series. |
This page is used to view information about a series. Anyone with the Series.Read right (assigned to all predefined roles) can view this page.
To access this page, click the Info icon for the series on the Exploring Retention Schedule Page.
Depending on a user's assigned rights, the user may also see the Actions Page menu.
This dialog is displayed to select a series, folder or category for moving. Series can be nested within a retention schedule.
To open the retention schedule, click the plus (+) sign or the icons to open it. Continue to click and expand the tree until reaching the desired location.
Selectable content is indicated in red text.
The locator links for the selected location appears in the box.
When done, click OK.
The following screens are used to manage categories:
These pages are used to create or modify retention categories.
To access this page, choose Create then Create Retention Category from the Table menu on the Exploring Retention Schedule Page.
Use the Edit Retention Category Page to edit an existing retention category. To access this page, choose Edit then Edit Category from the item's Actions menu on the Exploring Retention Schedule Page.
The information in the following table is applicable in many cases for both folders and for retention categories.
Permissions:
The Category.Create right is required to use the Create Retention Category page. This right is assigned by default to the Records Administrator role. The Category.Edit right is required to use the Edit Retention Category page. This right is assigned by default to the Records Administrator role.| Element | Description |
|---|---|
| Security Group | Security group allowed access to the folder/category. When working with folders, set the security group permissions at the folder level to prevent the folder inheriting security settings from its parent category. Default: RecordsGroup.
Only available if default security is enabled. |
| Account | Account allowed access to the folder/category. This field is only displayed if accounts are enabled. |
| Filer | Person who initially created the folder/retention category. |
| Identifier | Identifier for the category. Maximum characters: 100. |
| Name | Name for the category. Maximum characters: 100. |
| Description | A description of the folder/retention category. Maximum characters: 1,000. Required. |
| Disposition Authority | Disposition authority code.
When using this software for DoD tracking, the disposition authority code is the legal authority who empowers a United States government agency to dispose of temporary items, or to transfer permanent items to the National Archives and Records Administration (NARA). The disposition authority for permanent items must be obtained from NARA. For certain temporary items, the authority must be obtained from the General Accounting Office (GAO).
|
| Restrict options | If selected, the category allows revisions, deletions, or edits. If all restricted options are selected, then the Category contains permanent items. Default: not selected. |
| Transfer or Accession to NARA | If selected, the category is used to transfer data to the National Archives. |
| Subject to Review (Create Page only) | If selected, a retention category contains items subject to review. All child record folders and items inherit the review status. Default: not selected. After this is selected, the Reviewer and Review Period fields become available. |
| Reviewer (Create Page only) | Person responsible for reviewing content. If a reviewer is not specified at the retention category level, the Notify recipient reviewer receives notifications for review. The system default reviewer is specified on the Configure Retention Settings Page. |
| Review Period text box and list (Create Page only) | Number of periods to cycle the content and corresponding period. Required if Subject to Review is selected. |
| Group and User Permissions | Groups and users who can access the category. |
This page is used to view information about a retention category.
To access this page, choose Information then Category Information from an item's Actions menu on the Exploring Retention Schedule Page.
The displayed information depends on the configuration of the system and if optional fields were populated.
This page is used to view the metadata history for a retention category (a list of all changes made to the editable category properties).
To access this page, choose Information then Metadata History from the item's Actions menu on the Exploring Retention Schedule Page.
The following screens are used to manage record folders:
This page is used to add a new folder or modify existing folders.
To access this page, navigate to the retention category or record folder location level where the folder will be created. Choose Create then Create Record Folder from the Table menu.
Use the Edit Record Folder Page to modify the properties of an existing record folder. To access this page, navigate to the retention category or record folder containing the record folder to edit. Choose Edit then Edit Record Folder from the item's Actions menu.
The following fields are described in Section A.6.3.1, "Create or Edit Retention Category Page."
Security group
Account
Filer
Identifier
Name
Description
Reviewer
Review period
Group permissions
Select (Group)
User Permissions
Select (User)
The information in the following table is applicable to folders only.
Permissions:
The Folder.Create right is required to use the Create Record Folder page. This right is assigned by default to the Records Administrator role. The Folder.Edit right is required to use the Edit Record Folder page. This right is assigned by default to the Records Administrator role.| Element | Description |
|---|---|
| Freeze Reason | A freeze reason can be updated from this location if editing a record folder. Recommended. Maximum characters: 100. |
| Subject to Review (Create Page only) | If selected, the folder is subject to review. To inherit review information from a parent folder or category, deselect this option and enter a number and select the period from the list. Default: not selected (not subject to review). |
| Subject to Audit | If selected, the folder is subject to an audit. The Audit Period list becomes available. |
| Audit Period | Enabled if the folder is subject to audit. |
| External Information | External location and container for the item if it is external to the Records system. |
| Activation Date | Date corresponding to a date in a content item but external to the Records system. |
| Expiration Date | A deactivation date corresponding to a content item but external to the Records system. |
| Delete Approval date | The date the delete action was approved for the record folder. After this date, the record folder can be deleted. |
| Supplemental Markings | Defined supplemental markings to secure the record folder. |
This page is used to view information about a record folder.
To access this page, choose Information then Record Folder Information from the item's Actions menu on the Exploring Retention Schedule Page.
Permissions:
The Folder.Read right is required to use this page. All predefined roles this right.The displayed information depends on the configuration for the software and if optional fields were populated.
Similar pages are used to create Global Triggers, Custom Direct Triggers and Indirect Triggers. This section uses the Custom Direct Trigger interface pages as an example of these interface screens. In the field descriptions an indication is given to where the field is used for specific trigger types.
The following screens are used to manage triggers:
This page is used to select a type of trigger or a trigger for use.
To access this page, choose Records then Configure from the Top menu. Choose Retention then Triggers.
This page lists the name of the trigger, the person who created it and an Actions menu for each trigger.
This page is used to add or modify triggers.
To access this page, select a trigger type and click Add from the Configure Triggers Page.
Use the Edit Trigger Type Page to modify the properties of an existing trigger. To access this page, select a trigger type and choose Edit then Edit Trigger from a trigger's item Actions menu.
When a date is selected from the list, the Content Date metadata fields are automatically prefixed with an x, and the Folder Date metadata fields are prefixed with a d.
| Element | Description |
|---|---|
| Security Group | Security group allowed access to the trigger. This field is available if default security is enabled. Default: RecordsGroup. |
| Account | Account allowed access to the trigger. This field is available if accounts are enabled. |
| Filer/Author | Author of the trigger. Default: Current user. This field is only displayed if default security is enabled. |
| Trigger Name | Name for the trigger that appears in the Disposition Rule Page. If this is an indirect trigger, the name appears in the Recurring Custom Triggers section. Maximum characters: 100. |
| Brief Description
(Custom direct triggers only) |
Description of the trigger. Maximum characters: 100. |
| Content Date Field(s)
(Custom direct triggers only) |
Date-related content fields. Maximum characters: 100. |
| Folder Date Field(s)
(Custom direct triggers only) |
Record folder date fields. All folder date fields are available, including any custom date fields. Maximum characters: 100. |
| Enabled (Global triggers only) | Activates or disarms the trigger. To disable the trigger, deselect this option. Default: enabled. |
| Activation Date
(Global triggers only) |
The date when a trigger is activated. If no date is entered, an enabled trigger is delayed indefinitely (it is a dormant trigger). An activation date can be entered at a later time. |
| Synchronize on Period Start Date | If selected, the start date is used to synchronize the trigger. |
| Group and User Permissions | Specific groups and users who can access the trigger. |
This page is used to view information about existing triggers.
Similar pages are used to view information about Global Triggers, Custom Direct Triggers and Indirect Triggers.
Permissions:
Either the Admin.Triggers or Admin.RecordManager right is required to use this page. The Admin.Triggers right is assigned by default to the Records Administrator and Records Officer roles and the Admin.RecordManager right to the Records Administrator role.To access a Trigger information page, click the Info icon for the trigger on the Configure Triggers Page. Depending on the type of trigger viewed, different information will appear.
If you have the Admin.Triggers right, the page includes a menu that provides the following options:
Indirect Trigger Date Information (Indirect Trigger Information Page Only): Used to set recurring dates and periods for the indirect trigger.
Edit: Used to edit the current indirect trigger.
Delete: Used to delete the current indirect.
References: Enables the user to see trigger references.
Note:
You cannot edit or delete the built-in Audit Approval indirect trigger.This page is used to create, view information about, edit, and delete date entries for indirect triggers.
To access the page, choose Trigger Dates Info in the Actions menu of an indirect trigger on the Configure Triggers Page.
Permissions:
The Admin.Triggers right is required to work with indirect trigger date entries. This right is assigned by default to the Records Administrator and Records Officer roles.| Element | Description |
|---|---|
| Trigger Period | A list of Trigger Periods from which a user can add, find information for, or delete. |
| Enabled | Specifies if the trigger date entry is enabled. |
| Add | Opens the Create or Edit Indirect Trigger Date Entries Page used to define the periods. |
Note the following considerations:
Click Add to define an indirect trigger date entry. The Create or Edit Indirect Trigger Date Entries Page opens.
If trigger date entries are already defined, select one from the Trigger Period list, and click Info to view the date information.
This page is used to define the trigger period, enable or disable the trigger, and set an activation date for an indirect trigger.
To access this page, choose Records then Configure from the Top menu. Choose Retention then Triggers. In the Indirect Trigger area, click Add.
Use the Edit Page to modify the properties of an existing indirect trigger date entry. To assess this page, choose Edit from a trigger's item Actions menu on the Configure Triggers Page.
Permissions:
The Admin.Triggers right is required to use this page. This right is assigned by default to the Records Administrator and the Records Officer roles.| Element | Description |
|---|---|
| Indirect Trigger Name | The name of the indirect trigger for which date are being set. This field is view-only on both the create and the edit pages. |
| Trigger Period | The name of the indirect trigger period for which dates are being set. This field is view-only on the edit page. |
| Activation Date | Activation date for the indirect trigger. |
| Synchronize on Period Start Date | If selected, the start date is used to synchronize the trigger. |
The following screens are used when managing time periods:
This page is used to select a period for editing or to add a new period.
To access this page, choose Records then Configure from the Top menu. Choose Retention then Periods.
This page is used to create or modify time periods.
To access this page, click Add from the Configure Periods Page.
Use the Edit Period page to modify the properties of an existing period. To access this page, choose Edit Period from the item's Actions menu on the Configure Periods Page.
Permissions:
The Admin.RecordManager right is required to use this screen. This right is assigned by default to the Records Administrator role.| Element | Description |
|---|---|
| Period Name | Name that appears in the Period options lists. Maximum characters: 30. |
| Period Type | Type of period:
|
| Custom Start Time | Start date and time for a custom period. |
| Length | Length of the period:
|
| Label for end of period | Label for the end of the period. Maximum characters: 30. |
This page is used to view information about a period.
Permissions:
Either the Admin.Triggers or Admin.RecordManager right is required to use this page. The Admin.Triggers right is assigned by default to the Records Officer and Records Administrator roles and the Admin.RecordManager right to the Records Administrator role. With the Admin.Triggers right, you can only view information about periods. With the Admin.RecordManager right, you can also add, edit, and delete periods.To access this page, click a period name on the Configure Periods Page.
This page is used to view those objects that reference a particular period.
To access this page, click Reference on the Period Information Page.
The following screens are used to set up custom metadata:
This page shows the tables used to store metadata.
To access this page, choose Records then Configure from the Top menu. Choose Metadata then Metadata Sets.
Click Create Auxiliary Metadata Set to create a new set. To add fields to an existing metadata set, choose Update Fields from the Actions menu for the set.
| Element | Description |
|---|---|
| Name | Name of existing metadata sets to which a user can add fields. If an auxiliary metadata set has not been created, this page is empty. |
| Display Name | Name for the metadata set that appears in the user interface. |
| Actions | When creating standard metadata sets, this menu contains two options:
If creating an auxiliary metadata set, a third option is available for existing sets:
|
This page displays metadata fields and is used to add new fields.
To access this page choose Field Information in the Actions menu of a set on the Metadata List Page.
For details about the information on this screen, see Section A.9.4, "Create or Edit Auxiliary Metadata Set Page."
This page is used to create or edit a custom metadata field.
To access this page, choose Update Fields in the Actions menu of a set on the Metadata List Page.
Permissions:
The Admin.RecordManager right or PCM.Admin.Manager right is required to perform this action. This right is assigned by default to the Records Administrator and PCM Administrator roles. The user must also have administrative privileges.| Element | Description |
|---|---|
| Name | Name for the field in the database. Maximum characters: 30. Required. Special characters are not allowed. |
| Caption | A caption for the field displayed on the user interface. Maximum characters: 30. Required. |
| Type | The data type for the field. Options include Text, Long Text, Integer, Memo, or Date. |
| Default Value | Default value for an Option List, Text, or Long Text field. Maximum characters: 30. |
| Required | If selected, the custom metadata field is required. |
| Enabled | If selected, the field is enabled on Oracle WebCenter Content pages. |
| Searchable | If selected, the field is indexed in the database and searchable. |
| Option List Key | Field used for the option list. Click Choose to select a key from a list list. |
| Option List Type | Type of option list. |
Use this page to create or edit auxiliary metadata sets or fields in a previously created set.
To access this page, click Create Auxiliary Metadata Set from the Metadata List Page. To add fields to a current set, choose Update Fields from the Actions menu of the metadata set on the Metadata List Page.
Permissions:
The Admin.RecordManager right or PCM.Admin.Manager right is required to perform this action. This right is assigned by default to the Records Administrator and PCM Administrator roles. The user must also have administrative privileges.| Table Information Section | Description |
|---|---|
| Name | Name for the metadata set. Maximum characters: 30. Special characters are not allowed. |
| Display Name | Caption for the metadata set. Maximum characters: 30. |
| Table Name | Name of the table in the database. Required. |
| Column Prefix | Prefix for the column housing the field. |
See Section A.9.3, "Create or Edit Standard Metadata Field Page" for details about the other information on this page.
This page displays information about metadata fields.
To access this page, click a field name on the Fields for Metadata Page. Use this page to browse all created fields, to update the field, or to delete the field.
The following screens are used when managing dispositions and freezes:
The following screens are used when managing dispositions:
This page is used to access dispositions and to add new dispositions.
To access this page, choose Records then Configure from the Top menu. Choose Disposition Actions then Custom.
This page is used to add or edit custom disposition actions.
To access this page, click Add from the Configure Dispositions Page.
Use the Edit Page to modify the properties of an existing custom disposition action. To access this page, choose Edit Action from the disposition's Item Actions menu on the Configure Dispositions Page.
Permissions:
The Admin.CustomDispositionActions right is required to use this page. This right is not assigned by default to any of the predefined roles, which means you must assign it to a role before this functionality is exposed.| Element | Description |
|---|---|
| Action ID | Name for the custom disposition action. Maximum characters: 30. |
| Action Name | Name for the custom disposition action. The name is shown in the list of available disposition actions. Maximum characters: 30. |
| Brief Description | A description of the custom disposition action. Maximum characters: 100. Required. |
| Group Name | Heading name where the custom disposition action is grouped in the list of available disposition actions on the Disposition Rule Page. |
| Action Service | Service to be used for the custom disposition action. |
| Action Service Parameters | Parameter(s) to be used for the selected action service. |
| Must Be First | If selected, the custom disposition action can only be used as the first action in a disposition instruction. |
| Must Be Last | If selected, the custom disposition action can only be used as the last action in a disposition instruction. |
| Require Approval | If selected, approval is required for the disposition action to be performed. Default: selected. |
This page displays the characteristics of the selected custom disposition action.
To access this page, click a disposition name on the Configure Dispositions Page.
This page is used to disable dispositions actions.
This page lists all dispositions, including custom dispositions. The page depiction here may vary from because available dispositions are dependent on the type of configuration performed (Chapter 2, Chapter 2 and 4, and so on).
To access this page, choose Records then Configure from the Top menu. Choose Disposition Actions then Disable.
The following screens are used when managing freezes;
This page is used to add new or access freezes.
To access this page, choose Records then Configure from the Top menu. Choose Retention then Freezes.
This page is used to add or edit freezes.
To access this page, click Add on the Freeze Configuration Page.
Use the Edit Page to modify the properties of an existing freeze. To access this page, choose Edit then Edit Freeze on a freeze's Item Actions menu on the Freeze Configuration Page.
Permissions:
The Admin.RecordManager right is required to use this page.| Element | Description |
|---|---|
| Security Group | Security group allowed access to the freeze. Default: RecordsGroup. This field is only displayed if default security is enabled. |
| Author | Person who created the freeze. Default: Current user. This field is only displayed if default security is enabled. |
| Freeze Name | Freeze name shown in the user interface. Maximum characters: 30. |
| Freeze Description | Description for the freeze. Maximum characters: 1,000. Required. |
| Creation Date (Edit Page only) | Date and time the freeze was created. This field is view-only and is displayed for tracking and documentation purposes. |
| Group and User Permissions | Groups and users who can access the freeze. |
| End Date | Date when the freeze ends and when the items should be unfrozen again. |
| Unfreeze Instructions | Instructions for unfreezing items. Maximum characters: 1,000. |
| Unfreeze Reason (Edit Page only) | Specifies a reason for unfreezing all items frozen with a particular freeze. |
| Send Notification and Periodically Resend Notification | If selected, sends e-mail to one or more persons when the freeze is created or edited. |
| E-mail To | The e-mail address(es) where the notification should be (re)sent (in the form user@domain.com). Required if Send Notification is selected. Maximum characters: 3,000. |
| E-mail From | The e-mail address of the person who sent the notification. Only one e-mail address can be specified. Maximum characters: 100. |
| E-mail Message | The body text of the e-mail notification (the actual message). Required if Send Notification is selected. Maximum characters: 3,000. |
| E-mail Sent Date (Edit Page only) | The date and time the e-mail notification about the freeze was last sent. |
Security Group list, Filer, Group Permissions, the Select button (Group Permissions), User Permissions, Select button (User Permissions) are only displayed if specific security settings are enabled on the Configure Retention Settings Page.
This page displays the characteristics of a selected freeze.
To access this page, click a freeze name on the Freeze Configuration Page.
This page displays a list of the content items or folders frozen with the current freeze.
To access this page, click Information then the screening type from a freeze on the Freeze Configuration Page.
Permissions:
The Admin.RecordManager right and Admin.Screening right is required to use this page.If the generated report file is in PDF format, Adobe Acrobat version 6.0 or later is required to view it.
The following screens are used to manage dispositions:
This page is used to add, edit, and delete disposition instructions for a retention category.
To access this page, browse through content at the series level for the retention category. In the row for the retention category, choose Edit then Edit Disposition from the item's Actions menu.
This page is also opened when a retention category is initially created. At the top of the page, there are bulleted instructions to assist the user with its basic use.
| Element | Description |
|---|---|
| Disposition instructions box | Displays any defined disposition instructions for the retention category. |
| Up or Down | Moves a selected disposition rule upward or downward one row with each click. |
| Add | Opens the Disposition Rule Page, where a new disposition rule can be defined. |
| Edit | Pencil icon. Opens the Disposition Rule Page for the disposition rule selected in the Disposition Instructions box. |
| Delete | Red X icon. Deletes the disposition rule selected within the Disposition Instructions box. |
This page is used to define or edit disposition rules for a retention category.
To access this screen, click the Edit icon (a pencil) for the disposition to edit or click Add to create a disposition on the Disposition Instructions Page.
Depending on the captions settings in the Configure Retention Settings Page page, there are two views of this screen: user-friendly captions for ease in reading disposition instructions and standard captions for those organizations accustomed to disposition language.
Tip:
If you want the specified notification reviewer to be the only user who receives e-mail notifications for the events triggered by the disposition rule (and not the category author as well), make sure the records_management_environment.cfg configuration file contains the following line:
RmaNotifyDispReviewerAndCatAuthor=false. Restart Oracle WebCenter Content for this setting to take effect.This page is used to view information about disposition instructions for a retention category.
To view this page, browse to a retention category. Choose Information then Disposition Information from the item's Actions menu or choose Information then Disposition Information from the Page menu on the Retention Category Information Page.
Permissions:
Anyone with the Category.Read rights can view information disposition information for a retention category. All predefined roles have this role by default. To edit or delete disposition rules, the Category.Edit or Category.Delete rights are required.The following screens are used when configuring and using the Record Adapter.
This page is used to register the external Adapter source.
To access this page, choose Records then Record Adapter from the Top menu. Choose Configure then Source Registration.
Note:
You can only register one source per Adapter instance. If you need to change the configuration settings of the registered source, you must delete (unregister) the current source and register a new source.| Element | Description |
|---|---|
| Provider Name | Name of the outgoing provider that was configured for communication between the Adapter server and the Records system server. |
| Source Name | The name of the Records system source to be created on the server. |
| Source Display Name | Name used to identify the source on the Search page on the Oracle WebCenter Content server. |
| Source Table Name | Prefix of the database tables that are created for the Records system source. |
| Register | Registers the Content Server Adapter with the Records system. |
This page is used to define the outgoing provider that enables the Adapter server to connect to the Records system server.
To access this page, click Add on the Register Source Page.
This page is an abbreviated version of the full Outgoing Providers page. See the Oracle WebCenter Content System Administrator's Guide for Content Server for details about using that page.
Important:
TheIntradocServerPort configuration variable must be set to 4444 (or any other arbitrary number) on the Records system in the config.cfg file. This can be done during installation of the Records system, but it may be overlooked.| Element | Description |
|---|---|
| Provider Name | The name of the outgoing provider for the Adapter server. Special characters or hyphens are not allowed. |
| Provider Description | Description of the provider. |
| Server Host Name | Server host name of the instance on the Records system server. |
| HTTP Server Address | URL of the instance on the Records system server. |
| Server Port | Port on which the provider communicates with the instance on the Records system server. |
| Instance Name | Instance name on the Records system server. |
| Relative Web Root | Relative web root of the instance on the Records system server. |
This screen shows the providers that have been configured for the system.
To access this page, choose Administration then Providers from the Main menu.
The top half of this page shows the currently configured providers. The bottom half can be used to add a new provider. See the Oracle WebCenter Content System Administrator's Guide for Content Server for details about using this page.
This page lists information about an outgoing provider.
To access this page, choose Administration then Providers from the Main menu. Choose the Info link next to an outgoing provider.
This page displays information about a registered source.
To access this page, choose Records then Record Adapter from the Top menu. Choose Configuration Information.
This page is used to create and define custom metadata fields for the Records system source.
This page is displayed when a source is first registered. It can also be accessed by choosing Records then Record Adapter. Choose Configure then Custom Fields.
| Element | Description |
|---|---|
| Custom metadata fields pane | Lists the available custom metadata fields that can be edited or deleted, as necessary. |
| Add or Edit | Opens the Map/Edit Custom Field Dialog, used to create new custom metadata fields or edit existing fields. |
| Up or Down | Adjust the placement order of the selected custom metadata field. The position of each custom field in the list is relevant to its priority on the Item Information page. |
This dialog is used to add a custom metadata field for use with the Record Adapter.
This dialog is opened when a user clicks Add or Edit on the Map Custom Fields Page.
| Elements | Description |
|---|---|
| Internal Name | Lists the Adapter's custom metadata fields that can be mapped to the Records system custom metadata fields. |
| Name | Name of the custom metadata field to be created. |
| Caption | Name of the field that appears in the user interface. |
This page is used to schedule synchronization activities for the Adapter.
To access this page, choose Records then Record Adapter from the Top menu. Choose Configure then Scheduled Events.
| Elements | Description |
|---|---|
| Synchronization choices | Each section of this screen displays items that can be synchronized. |
| Synchronization schedule | Time period for the synchronization. |
| Synchronization time | Time of day for the synchronization. |
This page displays information about synchronization activities.
To access this page, choose Records then Record Adapter from the Top menu. Choose Logs then the log type. The example shown here is a log for an Archive operation.
Important:
Revisioning of external items differs from revision of items stored on Oracle WebCenter Content. For example, if an item is created on the adapter system and is synchronized to the Records system, it appears as a single item. However, if that item is revised on the adapter system then synchronized to the Records system, the item now appears in the category as two items, not one item with two revisions. Both items have the same content ID, which is the default behavior for external items.The following screens are used to create and edit custom reports. This functionality is not available by default. It must be enabled by adding the Rma.Admin.Customization right to a user's rights.
This page is used to set up reports for retention items, chargebacks, and other functionality.
Permissions:
The Admin.RecordManager right is required to use this page. This right is assigned by default to the Records Administrator role.The settings on this page affect report formatting for internal, record, and physical reports. Note that users can set a report format preference on the user profile page. That preference takes precedence over the format specified here.
To access this page, choose Records then Configure from the Top menu. Choose Reports then Settings. This is used to create Records reports as well as Physical Item reports. In previous versions of this software, Physical reports were accessed on a separate menu.
| Element | Description |
|---|---|
| Template Check In Profile | Profile to use for the template when it is checked in. |
| Report Check In Profile | Profile to use when the report is checked in. |
| System Report Format | Default format for reports. |
| Exclude Report Templates in Search Results | If selected, templates are excluded from search activities. This box is available for selection only if Enable Report Exclude Search Options is selected on the Configure Retention Settings Page. |
| Exclude Reports in Search Results | If selected, reports are excluded from search activities. This box is available for selection only if Enable Report Exclude Search Options box is selected on the Configure Retention Settings Page. |
This page is used to configure different aspects of reports, including templates, report data, and so on. The image shown here is that used to choose a type of report to configure.
Permissions:
The Rma.Admin.Customization right is required to perform this task. This right is not assigned by default to any of the predefined roles, which means you must assign it to a role before this functionality is exposed.To access this page, choose Records then Configure from the Top menu. Choose Reports then one of the report options, discussed in the following text.
The screen used for physical content is similar, used to create reports for storage, reservations, invoices, transactions, and so on.
To access this page, choose Physical then Configure then Reports from the Top menu. Then choose a report option. After choosing a report option, the Configure Report Element Page is opened. Choose the type of report to create.
This page is used to check in a new report and add pertinent information about that report. The screen here shows a portion of the checkin page that pertains to reports.
To access this page, choose Records then Configure from the Top menu. Choose Reports then Create New Report. Choose the type of report to create then choose Configure.
| Element | Description |
|---|---|
| Report Template | Template to use for the report. Choose a template from the list or click Add New to create a new template. |
| Report Format | Format for the report. When creating a report for barcodes, the user must choose PDF as the report type. |
| Report Source Type | Choose the type of source to use to gather the data for the report. Options include Service, Query, or Dynamic Query.
If Services or Query are used, the correct service or query must be used to work with the template. A dynamic query will gather the appropriate data for use. |
| Report Source | Source for the data. Select from the list or click Add New to create a new source using the Configure Report Sources Page. |
This page shows templates that can be used for reports.
To access this page, choose Records then Configure from the Top menu. Choose Reports then Templates. Choose a template type then choose Configure.
| Element | Description |
|---|---|
| Select | If selected, the template will be used. |
| Security Classification | Classification associated with a template. |
| Content ID | Content ID of the template file. |
| Title | Template title. |
| Date | Date the template file was created or modified. |
| Author | Author of the file. |
| Actions | Actions that can be taken using the specified template file. These include checking in a similar file, checking out this file, retrieving the native file for use, or viewing the metadata history of the file. |
The Table menu on this page is used to perform actions for all template files or only selected files.
This page is used to choose queries and service calls to gather data for the report.
Important:
Creating custom report sources requires in-depth technical knowledge of services and queries. Contact Consulting Services for further assistance if needed.To access this page, click Add New on the Report Checkin Page or choose Records then Configure from the Top menu. Choose Reports then Report Sources. A user can also access this page by choosing Physical then Configure then Reports then Report Sources from the Top menu.
This dialog opens when the user elects to download an XML data file.
To view the file, select Open With and choose a browser type from the menu. To save the file, select Save File. A window opens with a prompt to save the file. Choose a filename and file location for the data and click OK.
To use one method (save or open) as the default, select Do this automatically....
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