Creating or Editing a Trigger

11-4 Oracle Fusion Middleware Setup Guide for Universal Records Management only affect an item meeting a given state. Unlike regular global or event indirect triggers, an activation date is not set explicitly for the custom direct trigger and it is not enabled. When created, the custom direct trigger is always active and ready to be used. Custom direct triggers can be created with a date field, folder date field, or both. There is no logical AND relationship between the content and folder date fields. There is a logical AND relationship between content fields or between folder fields if more than one field is specified. The fields are used to activate the trigger for content and the folder fields are used to activate the trigger for folders.

11.1.5 Indirect Triggers

Unlike a regular global trigger, an indirect trigger has a life cycle. Audit Approval is the built-in indirect trigger. This trigger is based on an audit event. It requires the Subject to Audit box to be selected when checking in a content item, and an audit period selected from the Audit list on the check-in page. For more information about checking in content, see the Oracle Fusion Middleware Users Guide for Universal Records Management. The indirect trigger feature saves time in setting up and maintaining triggers that repeat on a regular basis. The Records Administrator must populate the annual triggers list. For information about populating an option list, see the Oracle Fusion Middleware System Administrators Guide for Content Server.

11.2 Managing Triggers

Several tasks are involved in managing triggers: ■ Creating or Editing a Trigger on page 11-4 ■ Viewing Trigger Information on page 11-6 ■ Viewing Trigger References on page 11-6 ■ Deleting a Trigger on page 11-6 ■ Setting Up Indirect Triggers on page 11-7 ■ Deleting an Indirect Trigger Date Entry on page 11-8 ■ Disabling an Indirect Trigger Period on page 11-8

11.2.1 Creating or Editing a Trigger

Use this procedure to create a new trigger. To assign more granular security settings on triggers than the default roles, be sure that access control list ACL security settings are enabled and users are assigned to roles and to an alias for any group permissions. When creating an indirect trigger, make sure the content field on which the indirect trigger is based has already been created in the Configuration Manager utility. Also make sure the period option list for the indirect trigger periods has been populated.

1. Click Records then Configure from the Top menu. Click Retention then Triggers

from the Page menu. Permissions: The Admin.Triggers right is required to perform this action. This right is assigned by default to the Records Administrator and Records Officer roles. Setting up Triggers 11-5 The Configure Triggers Page is displayed.

2. Select the type of trigger to create Global, Custom Direct, or Indirect. Click Add.

The Create or Edit Trigger Type Page is displayed.

3. Optional If the default security is enabled, select a Security Group and Author

from the lists. Otherwise, the default Security Group is always RecordsGroup and the author defaults to the user with the Records Administrator or Records Officer role who created the trigger, even if these fields are not displayed at the time the trigger was created. 4. Optional If the organization uses the accounts security model, indicate the Account for the trigger.

5. Enter a name up to 100 characters in the Trigger Name text box.

6. Enter specific Trigger Information: Global Triggers Only: Enter an Activation Date. If not entered it is considered a dormant trigger, which can be activated later. Custom Direct Triggers only: Optional, but at least one Content or Folder Date Field should be selected. Select a Content Date field or fields for the trigger from the Content Date Fields list. The field is subject to an ACL character limitation of 100 characters, although the database can be changed to accept more characters into this field. Custom Indirect Trigger: Select a content field on which the indirect trigger is based. The list contains all available content fields. Select a folders field on which the indirect trigger is based. The list contains all available fields.

7. Optional If ACL-based security is enabled, click Group and User Permissions

for the trigger. This limits who can edit the trigger. See Setting ACLs During Software Use on page 5-17 for details.

8. Click Create.

A message is displayed saying the trigger was created successfully.

9. Click OK.

Custom Indirect Triggers: Enter the date periods for the trigger. Use this procedure to modify the properties of an existing trigger. For example, you may need to change the activation date of a trigger, or change its security access. It is best practice not to use more than two fields at a time for a custom direct trigger, for processing and simplicity.

1. Click Records then Configure from the Top menu. Click Retention then Triggers

from the Page menu. The Configure Triggers Page is displayed. 2. Select the type of trigger to edit Global, Custom Direct, or Indirect.

3. Click Edit then Edit Trigger from the item’s Action menu for the trigger to edit.

The Create or Edit Trigger Type Page is displayed. 4. Make the changes to the applicable fields.

5. Click Submit Update.

A message is displayed saying the trigger was updated successfully.

6. Click OK.

11-6 Oracle Fusion Middleware Setup Guide for Universal Records Management

11.2.2 Viewing Trigger Information