21 Customizing Disposition Actions

This chapter describes how to customize disposition actions for Oracle WebCenter Content: Records. Disposition actions are used in disposition instructions, which define the sequence of actions to be performed on content during its life cycle.

This chapter includes the following sections:

• Section 21.1, "About Customizing Disposition Actions"

• Section 21.2, "Managing Custom Dispositions"

• Section 21.3, "Disabling a Custom Disposition Action"

• Section 21.4, "Creating a Custom Disposition Action"

• Section 21.5, "Creating Disposition Rules for Physical Content"

21.1 About Customizing Disposition Actions

A large number of built-in disposition actions are included, such as Cutoff, Destroy, Transfer, Move, and Declassify. Your environment might require disposition actions other than the predefined options. You can design disposition actions to reflect your organization's specific needs.

Important:

If custom dispositions were previously created using an older version of the Records system, those dispositions should be re-examined and updated to use the newest services and actions. The Action Service parameters have changed from previous versions of this software, and any changes to existing custom dispositions are not mapped automatically.

Custom disposition actions are based on Oracle WebCenter Content services, which can be called with specific parameters to define the behavior of the disposition actions. For example, you could create a disposition action to automatically retain the last three revisions of content items using the DELETE_ALL_BUT_LAST_N_REVISIONS_SERVICE service with the NumberOfRevisions=3 parameter.

Important:

Custom disposition features are available only to users with the Rma.Admin.Customization right. By default, this right is not assigned to any of the predefined roles. You must assign it to a role before this functionality is exposed.

21.2 Managing Custom Dispositions

The following tasks are for managing dispositions:

• Section 21.2.1, "Creating or Editing a Custom Disposition Action"

• Section 21.2.2, "Viewing Information About a Custom Disposition Action"

• Section 21.2.3, "Deleting a Custom Disposition Action"

21.2.1 Creating or Editing a Custom Disposition Action

You can create or edit a custom disposition action for records through Content Server.

Important:

Creating custom disposition actions requires in-depth technical knowledge of Oracle WebCenter Content. Contact Consulting Services to define custom disposition actions.

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 it must be assigned to a role for this functionality to be exposed.

To create a custom disposition action:

1. Choose Records then Configure from the top menu. Choose Disposition Actions then Custom.

2. On the Configure Dispositions page, click Add in the Custom Disposition Action section.

3. On the Create or Edit Disposition Action page, enter a unique ID for the custom disposition action in the Action ID text box.

4. Enter a name for the custom disposition action in the Action Name text box.

5. Enter a description for the custom disposition action in the Brief Description text box.

6. Enter a group name for the custom disposition action in the Group Name text box. The default value for this field is stored in the ww_strings.htm file in the wwOptGroupLabelCustomDispositionActionsList. It is set to Custom Actions by default.

   To use a different group name than Custom Actions, modify the string value in the resource file and restart Oracle WebCenter Content Server. Do not change the suggested default value in the Group Name field.

7. Choose the service to be used for the custom disposition action from the Action Service list.

8. (Optional) Specify one or more parameters for the selected action service.

9. (Optional) Select any of the checkboxes as required. The selections include Must Be First, Must Be Last, and Require Approval. These actions determine when the custom disposition action will be used.

10. Click Create.

    A message is displayed saying the disposition action was created successfully, with the action information.

11. Click OK.

The following Action Service Parameters are required for the specific Action Service.

Disposition/Event	Service Parameters
Superseded	isScrub=1
Delete All Revisions (destroy metadata)	NumberOfRevisions=0, isDestroy=1, dRevRank=0
Delete Revision	NumberOfRevisions=0, isDestroy=1
Mark Transfer Completed	NumberOfRevisions=0, isDestroy=1, dRevRank=0
Mark Move Completed	NumberOfRevisions=0, isDestroy=1, dRevRank=0
Mark Accession Completed	NumberOfRevisions=0, isDestroy=1, dRevRank=0
Delete Previous Revision	NumberOfRevisions=1
Delete Old Revision	NumberOfRevisions=1
Mark Archive Completed	NumberOfRevisions=0, isDestroy=1, dRevRank=0
Archive Leave Metadata	isScrub=1
Mark Accession Completed (leave metadata)	isScrub=1
Mark Move Completed (leave metadata)	isScrub=1
Mark Transfer Complete (leave metadata)	isScrub=1
Mark Delete Revision Completed	NumberOfRevisions=0, isDestroy=1
Delete Complete	NumberOfRevisions=0, isDestroy=1
Mark Transfer Completed (prompt to keep or delete metadata)	NumberOfRevisions=0, isDestroy=1
Mark Move Complete (prompt to keep or delete metadata)	NumberOfRevisions=0, isDestroy=1
Mark Accession Complete (prompt to keep or delete metadata)	NumberOfRevisions=0, isDestroy=1
Mark Archive Complete (prompt to keep or delete metadata)	NumberOfRevisions=0, isDestroy=1
Mark Related Content	IsMarkAllRelations=1

To edit a custom disposition action:

1. Choose Records then Configure from the top menu. Choose Disposition Actions then Custom.

2. On the Configure Dispositions page, choose Edit Action from a disposition Actions menu.

3. Make modifications as required on the Create or Edit Disposition Action page, and click Submit Update when done.

   A message is displayed saying the disposition action was created successfully, with the action information.

4. Click OK.

21.2.2 Viewing Information About a Custom Disposition Action

To view the information about a custom disposition action:

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.

1. Choose Records then Configure from the top menu. Choose Disposition Actions then Custom.

2. On the Configure Dispositions page, click the disposition name to view.

3. When done viewing, click OK.

21.2.3 Deleting a Custom Disposition Action

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.

Custom disposition actions can be deleted only if they are no longer used in the disposition instructions for any category.

To delete a custom disposition action:

1. Choose Records then Configure from the top menu. Choose Disposition Actions then Custom.

2. On the Configure Dispositions page, choose Delete Action from a disposition's item Actions menu. You can also select the checkbox by the action name and choose Delete from the Table menu.

   A message is displayed saying the disposition action was deleted successfully.

3. Click OK.

To delete multiple dispositions, select the checkbox for the dispositions to delete on the Configure Dispositions page, and choose Delete from the Table menu.

21.3 Disabling a Custom Disposition Action

You can disable a custom disposition action through Content Server.

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.

Important:

Some dispositions are required for processing of instructions to occur. Disabling a disposition could interfere with the processing of disposition instructions. Always verify ahead of time that it is acceptable to disable a disposition.

To disable a custom disposition action:

1. Choose Records then Configure from the top menu. Choose Disposition Actions then Disable.

2. On the Disposition Actions Configuration page, select the checkbox next to the actions that should be disabled.

3. Click Submit Update when done.

21.4 Creating a Custom Disposition Action

This example creates a custom disposition action that automatically retains the last three revisions of a content item.

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.

1. Choose Records then Configure from the top menu. Choose Disposition Actions, then Custom.

2. On the Configure Dispositions page, in the Custom Disposition Action section, click Add.

3. Complete the metadata fields as follows on the Create or Edit Disposition Action page:

   1. In the Action ID field, type RetainLast3Rev.

   2. In the Action Name field, type Retain Last 3 Revisions.

   3. In the Brief Description field, type Only keep the last 3 revisions of a content item.

   4. In the Group Name field, type Custom.

   5. From the Action Service list, choose the wwString name of a disposition action; for example, Notify Author.

   6. In the Action Service Parameters field, type NumberOfRevisions=3.

4. Click Create.

The newly created disposition action can now be selected from the list of available disposition actions when creating disposition rules.

21.5 Creating Disposition Rules for Physical Content

Physical items can be assigned retention schedules, which define their life cycle. When creating a physical item you can assign a retention schedule to it. This links the physical item to a set of retention and disposition rules, which specify how long an item should be stored and when and how it should be disposed.

The same retention schedules and disposition rules may be used for physical items as for electronic items, but disposition rules used only for physical items can also be defined.