Profiles

In IBM Records Manager, a

profile

is a data entry form. Profiles are what records administrators see when they add or edit an item (such as a file plan component) in IBM Records Manager. A profile includes one or more of the fields (attributes) that comprise the item’s definition. You can create numerous profiles for almost any type of file plan component or non-file plan component, including file plan components such as files, folders, and documents, and system components such as users and groups. After you create a profile, you assign it to specific users and groups or assign it to the Public group for the profile to be used. Profiles allow administrators to restrict user access to certain fields as well as limit the actions records administrators or other users can perform on the fields that are included in the profile. When you create a profile, you select the fields that you want to present to intended users. This lets you control what a user can do in these fields (for example, you can make fields read-only or mandatory). You can create an unlimited number of profiles for a file plan component

definition. You must have the Profile Design function access right to create, edit, and assign profiles to users and groups.

When creating a profile, you can change the properties of the fields in the profile. Examples of properties that you can specify are the caption of the field, the control type, whether the field is mandatory or not, and whether the field is read-only. You cannot change mandatory system fields to non-mandatory or read-only, but you can make the non-mandatory fields (or custom fields) mandatory or read-only.

All non-mandatory system and custom fields have mandatory and read-only check boxes available in their properties. The Name field on the profile field properties is read-only (you cannot change the attribute name). You can change the caption. The changed caption will apply only to that profile and not to the caption assigned during the attribute creation time.

Tip: In a production environment, we recommend creating at least two profiles

per file plan component: one is for administrator usage which should contain all the fields, another is a common profile that is designed for normal users usage. The common profile should contain only the fields normal users should see or edit. You can exclude fields that normal users cannot edit or that normal users need not to be concerned.

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10.1.1 Creating a profile

In this section, we explain how to create a profile by showing you the steps to create the following profile for our case study:

򐂰 Common Fields for Series

To create the profile, follow these steps:

1. From IBM Records Manager administrator client, select the Administration tab and click File Plan Design.

2. Click Profiles as shown in Figure 10-1.

Figure 10-1 Create a profile

4. In the Component Definition box, select the component definition for the new profile as in Figure 10-2.

Figure 10-2 Select fields for custom profile

5. Click OK.

6. In the Name box, enter a name for the profile. The name can be any

alphanumeric string of up to 200 characters. In our example, we use

Common

Fields for Series

.

7. In the Caption box, type the profile caption that you want to appear in the user interface as the form title for all forms where the profile was applied. It can be an alphanumeric string of up to 30 characters and it can include spaces. 8. In the All Fields list, select the fields you want to include in the profile. Select

Chapter 10. Profiles and custom attributes 171

9. After the fields are in the Selected Fields list, you can change their order of appearance by highlighting the field and then clicking Up to move the field up the list or by clicking Down to move the field down the list.

10.To edit the properties of the fields in the Selected list, click the field name to highlight it, and then click Properties. Verify your changes, and then click OK. 11.Click Save.

10.1.2 Assigning a profile

After creating a profile, you must assign it to users or groups. If you assign more than one profile for the same file plan component definition to a user, that user can then have a choice of which profile to use (from a profile list) when the user adds or edits file plan components. The same rule applies when you assign more than one profile to a group.

To assign a profile to a user, follow these steps:

1. From the IBM Records Manager administrator client, select the Administration tab and click File Plan Design.

3. Select a profile from the list. In our example, we select Common Fields for Series and click Assign to Users as shown in Figure 10-3.

Figure 10-3 Assign profile to user

4. In the Host Filter field, select the host filter you want to use. The host filter lets you select and display all the users that belong to a specific host.

5. Click Add or Remove Users to update the Active Members list. The

members in this list will be assigned the selected profile. In our example, we click Add to add Administrator.

6. Click Close.

In document Working with IBM Records Manager (Page 186-190)