Working With Records Folders 7-3
■
Create : See the Oracle Fusion Middleware Setup Guide for Universal Records
Management for details.
– Create Record Folder
– Create Content
– Create Physical Record
■
Reports : See the Oracle Fusion Middleware Setup Guide for Universal Records
Management for details.
– Detail Report
– Retention Schedule Report
7.2 Managing Folders
The following tasks are involved in managing folders:
■
Viewing Information on page 7-3
■
Moving, Closing, or Freezing a Folder on page 7-4
■
Canceling, Expiring, and Rescinding Folders on page 7-6
■
Classification Settings for Folders on page 7-8
■
Setting Dates with External Folders on page 7-11
7.2.1 Viewing Information
Viewing folder information can be done in different ways depending on the location in the product hierarchy. First locate the item by browsing, searching, or screening. Then
perform one of the following actions:
■
On the search or screening results page, select Information then the option Life Cycle
, Recent Reviews, and so on from the folder’s Actions menu.
■
On the search or screening results page, click the Info icon of the folder.
The Record Folder Information Page
is displayed. On the Page’s top menu, select
Information then the option needed Life Cycle, Metadata History, and so on.
The information displayed depends on the configuration and if optional fields were populated.
7.2.1.1 Viewing Folder Life Cycle
Use the previously described procedure to access the Information menu to view the life cycle disposition schedule of a record folder. The disposition instructions must be
defined for the retention category of the folder. After a folder has been cut off, the record folder begins disposition processing and cannot be edited.
When Life Cycle is selected, the Life Cycle of Record Folder Page
is displayed. The page shows the complete life cycle of the record folder according to its scheduled
disposition, including the calculated dates of each disposition action if the trigger event has occurred.
Permissions: The Folder.Read right is required to perform these
actions. All predefined management roles have this right.
7-4 Oracle Fusion Middleware Users Guide for Universal Records Management
7.2.1.2 Viewing a Folder Review History
Use the previously described procedure to access the Information menu to view the review history of a record folder.
When Recent Reviews is selected, the Folder Review History Page
of the record folder is displayed.
The page shows a list of everyone who has reviewed the record folder and marked it as reviewed and the date and time of review.
7.2.1.3 Viewing Folder Metadata History
Use the previously described procedure to access the Information menu to view the metadata history of a record folder. This is a list of all changes to the metadata of the
record folder. When Metadata History is selected, the
Metadata History of the record
folder is displayed. The page shows an overview of all changes made to the editable properties of the
record folder and the affected metadata field name, the modification date and time, and the old and new values.
7.2.1.4 Viewing Folder Freeze Details
Use the previously described procedure to access the Information menu to view detailed freeze information about a record folder that is, a list of all freezes currently
applied to the folder. When Freeze Details is selected, the
Freeze Details Page is
displayed. If the record folder is frozen, the Freeze Disposition field value is ‘Yes’ on the Folder
Information Page and a Details hyperlink is displayed next to the field value. Click that hyperlink to view Freeze information.
The Freeze Details Page
shows all freezes currently applied to the record folder. If the folder inherited its freeze status from a parent folder, that folder’s name is shown in
the Inherited From column for the inherited freeze. Click the Info icon for an item in the list. The
Record Folder Information Page for the folder is displayed.
To save the information on this page to a file in the report, choose the Save Freeze Details
option from the Page menu. If the generated report file is in PDF format, it must be viewed using Adobe Acrobat
version 6.0 or later.
7.2.2 Moving, Closing, or Freezing a Folder
