14-2 Oracle Fusion Middleware Administrators Guide for Universal Records Management
Concepts
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FOIA and DB2 Databases on page 14-2
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About Workflows on page 14-2
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The FOIAPrivacy Act Workflow on page 14-3
Tasks
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Initial Required Setup on page 14-4
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Begin Request Processing on page 14-4
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First Decision Point: Expedited or Non-Expedited on page 14-5
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Second Decision Point: Service or Denial on page 14-6
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Fourth Decision Point: Appeal and Decision on page 14-10
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Final Actions on page 14-12
14.1 FOIA and DB2 Databases
The FOIAPA functionality contains an archive that is imported. This archive contains a table, FOIAPAMETA, that is used to store auxiliary metadata. This table contains 99
fields, 21 of which are memo fields. Memo fields are normally 2000 characters in length.
However, DB2 has a smaller row size limit than Oracle or SQL Server. With 21 memo fields, the FOIAPAMETA table would fail to import on a DB2 database because of this
limit. Normally, when a memo field is created on a DB2 system, Configuration Manager uses a special DB2 data type called long varchar. But that doesnt apply
when Archiver is importing a table.
To accomodate this, the memo fields in the FOIAPAMETA table have been manually changed so the size is set to 1000. This may not match the memo field size on the
server where this component is installed if DB2 is used. There are two solutions for this problem:
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Change the memo field size setting for the instance to 1000 to match what was imported with this table.
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Change the length of the 21 fields in the FOIAPAMETA table to match what is expected on the server where the instance resides.
The second method is the recommended method for implementation.
14.2 About Workflows
Workflows are used to route content for review, approval, and eventual release. In this case, the content that is routed are the forms required for the FOIAPA process.
Effective workflow design is an iterative process, continually refined as the process is implemented. Three types of workflows can be created:
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Criteria workflows are used for content that enters the workflow process automatically based on content metadata that matches predefined criteria. Criteria
workflows are used for FOIA and PA approvals.
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Basic workflows are used for specific content items for example, a particular document to be reviewed and must be initiated manually.
FOIA and Privacy Act Tracking 14-3
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Sub-workflows can also be used to split complex workflows into manageable parts and can be used with either a criteria or a basic workflow.
Workflows are composed of steps in which content is reviewed, approved or denied. Multiple reviewers can be assigned to approve or reject the content at each step. A set
of users and the step type must be defined for each step in the workflow. Users assigned to a step can only perform the tasks allowed for that step type.
Workflows can be customized in several ways. Tokens can be used to designate unknown users. Aliases can be used to include a group of people in a workflow step.
Jumps enable the creation of conditional statements to branch content through different paths in the same workflow or to route content to a different workflow. Exit
conditions can prevent content from moving to the next step unless essential conditions are met. Custom metadata fields can be created and used to trigger
different workflows.
For details about these customization tips and for examples of workflows, see the Oracle Fusion Middleware Application Administrators Guide for Content Server.
14.3 The FOIAPrivacy Act Workflow
