IBM Atlas Suite Users Guide: Data Source Maintenance with IIM. for IBM Atlas Suite v6.0

Transcription

1 IBM Atlas Suite Users Guide: Data Source Maintenance with IIM for IBM Atlas Suite v6.0

2 IBM Atlas Suite Users Guide: Data Source Maintenance with IIM This edition applies to version 6.0 of IBM Atlas Suite (product numbers 5725-D75, 5725-D76, 5725-D77) and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright International Business Machines Corporation 2004, US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

3 Contents 1 Introduction Workflow Overview Data Source Creation Requesting a New Data Source Saving the Change Request Viewing and Completing the Request Approving and Rejecting the Request Modifying a Data Source Deactivating a Data Source Non-IT Data Source Requests Data Source Requests for ERM Users Data Source Requests for Legal Users The Request Form The Request Action Item The Request Approval/Rejection Alert Catalog Management Change Requests Page for Approvers Change Requests Page for Non-Approvers The Change Request List... 23

4 1 Introduction A Data Source is an object that represents a repository of data, such as an archive, fileshare, filing cabinet, and so on. This book describes how to create, modify, and deactivate Data Sources, and explains the Change Request approval workflow. It s intended for IT users who have access to Map > Data Sources. This chapter gives a brief overview of the Data Source workflow. Subsequent chapters provide detailed information about the steps in the workflow and take a closer look at the Data Source UI and functionality. For a general orientation to the Map > Data Sources module and descriptions of the attributes that make up a Data Source, see the Data Source Definition Users Guide. I M P O R T A N T The details of the Data Source workflow and UI depend on whether or not your system is configured to use Information Inventory Management (IIM). This Users Guide explains the workflow and UI when IIM is enabled. If you re not using IIM, see the Data Source Maintenance without IIM Users Guide, instead. 1.1 Workflow Overview Creation. A user requests the creation of a new Data Source. The request can be submitted by an IT member through the Map > Data Sources module, a legal user through the Matters module, or an ERM user through Schedules > Local Schedules. The Data Source isn t immediately created, however; instead a Change Request that describes the new Data Source is generated and added to the Catalog Management tab. Approval. A user who has Data Source Approval permission goes to the Catalog Management tab, modifies the Change Request (if desired or necessary) or forwards it to some other user for further definition (again, if necessary). Ultimately, one of the Data Source Approvers either approves or rejects the Request. If the Request is approved, a new Data Source is marked as active and added to the Catalog tab, and the Change Request is removed from Catalog Management. If the Request is rejected, the Change Request is simply removed. Modification. At some point, a user may want to modify an active Data Source. The user goes to the Catalog, selects the Data Source, clicks Edit, and makes the desired changes. Again, this creates a Change Request that s added to Catalog Management where it waits for approval. In the meantime, the original Data Source remains active in the Catalog. If the Change Request is approved, the original Data Source is replaced with the modified version (and the Change Request is approved). A single Data Source in the Catalog can have only one Change Request associated with it at a time in other words, you can t create two different unapproved new versions of the same Data Source. Deactivation. Eventually, you may want to deactivate a Data Source so it can no longer be used in IBM Atlas Suite. As with modification, deactivation creates a Change Request that must be approved (unless the Request is submitted by a Data Source Approver, in which case it s immediately deactivated). Note, also, that the one-change- Request-per-Data-Source rule applies here, as well. If a Data Source has a modification Request waiting to be approved and a user attempts to deactivate that Data Source, the deactivation Request replaces the modification Request.

5 2 Data Source Creation In this chapter, we ll look at the steps that an IT staff member takes to request the creation of a new Data Source. A later chapter, Non-IT Data Source Requests, looks at how legal users and record managers request Data Sources. 2.1 Requesting a New Data Source There are three ways to request a new Data Source: You can go to the Data Source Catalog and request a new Data Source by clicking the New Data Source button: You can go to Catalog Management > Templates and click Create Data Source:

6 Data Source Creation IBM Atlas Suite Users Guide: Data Source Maintenance with IIM You can clone an existing Data Source (or an existing Change Request) by going to its Details page and clicking Clone: When you use a Template or clone an existing Data Source (or Change Request) a panel is opened in which you can give the copy a new name and ID, and supply Change Request information: As we ll see in the next section, you don t have to supply a Name and ID; if you leave the fields blank, the system will create a unique name and ID for you. 6

7 IBM Atlas Suite Users Guide: Data Source Maintenance with IIM Data Source Creation 2.2 Saving the Change Request After you ve requested a new Data Source regardless of which method you used you re taken to the Create Data Source Change Request page where you can fill in more information about the Data Source that you want to create. The content of the page depends on how your system is configured. You don t have to fill out the Name and ID, which are always marked as required (with a red asterisk), but you do have to supply information for all of the other required fields. Of particular importance is the Requestor Comments field; you use this field to explain why the data Source is being created, to give instructions to other IT staff who may need to complete the definition of the Data Source, and so on. When you re finished, click Save: NOTE The set of attributes that you ll see on the Change Request page is configured by a System Administrator through the Admin > Data Source Maintenance module. If you didn t provide a Name and ID, the system creates them automatically. In this case, the form will reappear with the new Name/ID values, and you must click Save again: N O T E The form of the auto-generated name can be configured by a System Administrator through the DS_CONFIGURATION Component. 7

8 Data Source Creation IBM Atlas Suite Users Guide: Data Source Maintenance with IIM 2.3 Viewing and Completing the Request When a Data Source Change Request is submitted, a Data Source Request Ownership Alert is sent to all users who have been designated as Data Source Approvers. When, as a Data Source Approver, you receive this Alert, click the Data Source Request link: NOTE The set of users who are designated as Data Source Approvers is configured by the System Administrator through the DS_APPROVER Component. This will take you to the Details view of the Change Request. The first thing you should do is click the Event log tab: This will display the comments that the requester supplied: The Data Source Change Request may be missing attribute that need to be supplied before it can be approved. The set of attributes that are required for approval may be (and typically is) broader than the set that was required when the Change Request was submitted. The fields that are required for approval are drawn in a red font (Online From in the illustration, above). 8

9 IBM Atlas Suite Users Guide: Data Source Maintenance with IIM Data Source Creation If you need to supply values for the required attributes or if you simply want to modify the Change Request before its approved you can do one of three things: Edit the Change Request yourself by clicking Edit and supplying the required fields. Assign the request to another user by clicking the Forward button. The other user doesn t have to be an Approver. You can gather the required information from another user by adding a note to the Change Request. This will send an Alert to the user, who can then edit the Request directly or supply the missing information to the appropriate IT member. Editing is fairly straightforward: You click Edit and then click Save when you re finished. Forwarding and adding notes are described in the following subsections Forwarding Instead of finishing the definition of a Data Source Change Request, you can assign it, or forward it, to another user. The implication is that the assignee is responsible for completing the Change Request or for supplying as much information as he or she can and then forwarding the Request to someone else. To forward a Change Request, click the Forward button on the Request s Details tab. This will open a Forward panel where you can select the new assignee and supply comments: The To: menu is populated with: The Data Source Approvers (Catalog Management) The Data Source s Stewards The user who created the Change Request The Change Request s previous assignee (if any) You re not limited, in your selection, to the users listed in the menu; the Browse button will open a Resource Chooser through which you can select any user who has an IBM Atlas Suite account. I M P O R T A N T Use caution when forwarding a Change Request to a non-it user. The user to whom you forward the request is automatically given access to the Map module. The user to whom the Request is forwarded is notified through a Data Source Request Ownership Alert. This is the same Alert that was sent to the Data Source Approvers when the Change Request was created. 9

10 Data Source Creation IBM Atlas Suite Users Guide: Data Source Maintenance with IIM After the Request has been forwarded, its Assignee list is set to the user to whom the request has been forwarded: Even though the Change Request has been assigned to a single user, it can still be modified by any user who has access to it, and can be approved by a Data Source Approver. The comment that was supplied by the user who forwarded the Request is listed in the Event Log: I M P O R T A N T The comments that you supply when you forward a Change Request are deleted when the Request is approved (or rejected). 10

11 IBM Atlas Suite Users Guide: Data Source Maintenance with IIM Data Source Creation Adding a Note If you need to gather information from other users in order to fully define a Data Source or if you just want to annotate your actions you can add a note to the request. You can send the note as an Alert to more than one person, or none at all. To add a note, click the Add Note button. This will bring up a window where you can select the recipients and type the text of the note: You can t type the names of the recipients directly in the text field. Instead, you click the To button and select the recipients from among the Data Source s Stewards, the user who submitted the Change Request (creator), and the Data Source Approvers (Catalog Management): You can also choose any other user who has access to the Change Request by going to the Employees tab. When you ve finished adding recipients, click Save & Close in the Resource Chooser, and then click Add in the Add Note window. The note is sent to the recipient(s) through a Data Source Request Notes Created Alert: 11

12 Data Source Creation IBM Atlas Suite Users Guide: Data Source Maintenance with IIM The note is also added to the Event Log (not shown). I M P O R T A N T The comments that you supply when you forward a Change Request are deleted when the Request is approved (or rejected). 2.4 Approving and Rejecting the Request To approve or reject a Change Request, go to the Details page and click Approve or Reject & Delete: When you finally approve the completed Request, you re given a chance to provide approval comment (not shown here), and an approval Alert is sent to the user who requested the Data Source: 12

13 IBM Atlas Suite Users Guide: Data Source Maintenance with IIM Data Source Creation The Change Request entry is removed from the Catalog Management tab and the new Data Source is added to the main Catalog. If you reject the Request, you re given a chance to provide comments, the Change Request is deleted, and a rejection Alert is sent to the requestor: N O T E There s no time limit for approval/rejection. 13

14 3 Modifying a Data Source In this chapter, we look at the tools you use when modifying an existing Data Source. The workflow is, generally, much like creating a new Data Source: You submit a Change Request which must be approved by a Data Source Approver, after which the Change Request is removed from Catalog Management, and a new version of the Data Source is added to the main Catalog (replacing the old version). The Alerts that are sent to the Approvers and the requester are the same as those described in the last chapter. However, the UI and tools that you use when modifying a Data Source are slightly different from those that you use when creating a new Data Source. To modify an active Data Source, select the Data Source in the Catalog tab, and click the Edit button on the Data Source s Details page: A new Change Request is created and you re taken to its Change Request Details page. After you ve edited and saved the Change Request, you can compare your changes to the current, active version of the Data Source by clicking the Compare button near the top of the page: N O T E The Approve and Reject & Delete buttons at the top of the page are only displayed if you re a Data Source Approver. We ll look at the non-approver UI in a moment.

15 IBM Atlas Suite Users Guide: Data Source Maintenance with IIM Modifying a Data Source This takes you two a side-by-side comparison of the Change Request (on the left) and the active Data Source (on the right). Attributes that have been modified are marked with the sign: You can return to the Details page of the active version of the Data Source by clicking the Data Source button, or return to the Change Request Details by clicking Change Request: If you re not a Data Source Approver, the Approve and Reject & Delete buttons are removed from the UI. Instead, you see a Route for Approval button: When you route the Change Request for Approval, a Data Source Approval Request Alert is sent to the Data Source Approvers: 15

16 Modifying a Data Source IBM Atlas Suite Users Guide: Data Source Maintenance with IIM Back in the main Data Source Catalog, you ll see that the modified (but not yet approved) Data Source is marked with the icon: 16

17 4 Deactivating a Data Source The workflow for deactivating a Data Source depends on whether or not you re a Data Source Approver: If you are an Approver, you re presented with the Deactivate button on the Data Source s Details page. When you click the button, the Data Source is immediately deactivated (unless it has a Change Request pending). If you re not an Approver, you see Request Deactivation (as shown below). In this case, a Change Request is created and must be approved. You can t deactivate Data Sources that are being used that are in the Scope of a Request or part of a Collection, or that are mapped to a Local Schedule. If you attempt to deactivate a Data Source that s being used, you see this warning: If you attempt to deactivate a Data Source that has a Change Request associated with it, you see this warning: In this case, it doesn t matter whether or not you re a Data Source Approver. If you proceed with the deactivation, a new Change Request is created (replacing the existing one) and routed for approval. Keep in mind that there s only one Change Request per Data Source. If you click OK in the warning, above, and then reject the Request (i.e. if you cancel the deactivation) the entire Change Request is thrown away it doesn t revert to the previous draft state. I M P O R T A N T Deactivating a Data Source makes it permanently inactive you can t re-activate an inactive Data Source, nor can you clone it.

18 5 Non-IT Data Source Requests ERM and legal users can also request new Data Sources. They do so by navigating to particular pages within the Local Schedules and Matters modules, respectively. The process that s initiated by this type of request is (typically) the same as the Data Source-creation that s initiated through the Map > Data Sources module: A Change Request is created and added to the Catalog Management page where it waits to be approved. ERM and legal users can only request the creation of a Data Source. The controls in the Local Schedules and Matters modules don t allow users to request Data Source modification or deactivation. This chapter looks at the UI that s presented to ERM and legal users. N O T E In order for ERM and Legal users to request Data Sources, your System Administrator must configure the DS_CONFIGURATION Component. 5.1 Data Source Requests for ERM Users If you re an ERM user, here s how you request a new Data Source: 1 Go to Schedules > Local Schedules and select or create a Local Schedule. 2 Click the Record to Repository Matrix tab. 3 Click Edit on the page that appears. 4 Click the Request Data Source button. A Data Source request form will open. We ll look at the form in a bit. You don t have to save the changes to the Local Schedule. The request is submitted even if you cancel out of the Local Schedules module. You can, for example, create a dummy Schedule that you use simply to get to the Request Data Source button. Also, you re not committed to using the Data Source in the Local Schedule s Repository Matrix.

19 IBM Atlas Suite Users Guide: Data Source Maintenance with IIM Non-IT Data Source Requests 5.2 Data Source Requests for Legal Users A legal user can request a new Data Source as part of the Legal Request UI: 1 Go to the Matters module and select or create a Matter. 2 Click the Requests tab and select-and-edit or create a Request. 3 Click the Resource Chooser icon in the Data Sources section of the Request page. 4 Click the Request Data Source button that s displayed along the top of the Resource Chooser. As in the ERM scenario, you don t have to save the changes to the Matter or Request. 5.3 The Request Form The request form that s presented to an ERM/legal user depends on the user s role. In a typical configuration the ERM/legal form is much simpler than that for IT staff. The form always contains the Requestor Comments and Reason for Request controls (which are always required). In some cases, this may be all that s needed: 19

20 Non-IT Data Source Requests IBM Atlas Suite Users Guide: Data Source Maintenance with IIM After the user has successfully filled out and submitted the form (where successfully simply means that all the required fields were filled in), a success message is displayed: 5.4 The Request Action Item When a user submits a Data Source request through the Local Schedules or Matters modules, he or she is sent a DATA SOURCE REQUEST Action Item. The Action Item is a reminder, to the user, that he or she submitted the request: There are no user obligations associated with the Action Item again, it s just a reminder. 5.5 The Request Approval/Rejection Alert When the request is approved or rejected, a YOUR DATA SOURCE REQUEST HAS BEEN PROCESSED Alert is sent to the requester. This is the same Alert that we saw in Change Request Approval, earlier in this book. 20

21 6 Catalog Management In this chapter we ll take a closer look at the Catalog Management > Change Requests page. The page lists the current Data Source Change Requests to which you have access, and provides controls that let you refine the list. The controls that are displayed depend on whether or not you re a Data Source Approver. 6.1 Change Requests Page for Approvers If you re a Data Source Approver, the Change Requests page looks like this: The controls in the top part of the panel let you refine the list of Change Requests that are displayed: Element Reason for Request Status Meaning The reason the Request was submitted, as selected by the requester. The contents of the dropdown menu depends on how your system is configured. The state of the Change Request: In Progress. The Request hasn t yet been routed for approval (by a non- Approver). Pending Approval. The Request has been routed for approval. Created By Workload For The user who originally submitted the Change Request. The user(s) to whom the Change Request is currently assigned. If the Change Request

22 Catalog Management IBM Atlas Suite Users Guide: Data Source Maintenance with IIM Element Include Staff Meaning has been forwarded, then the assignee is the user(s) to whom it was forwarded, otherwise it s the list of Data Source Approvers. If Include Staff is checked, the system also searches for Change Requests that are assigned to users who are in sub-organizations of the assignees Organizations. Updated By The user who most recently edited and saved the Request. The parameters in the Data Source Details section are the same as those for the main Data Source Catalog. They can be configured by clicking the More button, as described in the Data Source Definition Users Guide. I M P O R T A N T When you change the set of Data Source Details parameters, the change affects both the Change Requests page and the Data Source Catalog. 6.2 Change Requests Page for Non-Approvers If you re not a Data Source Approver, the Change Requests page looks like this: The parameters in the top part of the search panel are: Element Reason for Request Status Created By Me Assigned To Me Updated By Me Meaning The reason the Request was submitted, as selected by the requester. The contents of the dropdown menu depends on how your system is configured. The state of the Change Request. In a non-iim system, Change Requests are always In Progress. Looks for Change Requests that you created. Looks for Change Requests that are assigned to you. Looks for Change Requests that were most recently modified by you. 22

23 IBM Atlas Suite Users Guide: Data Source Maintenance with IIM Catalog Management The three checkboxes are OR d together; for example, if you check Created By Me and Assigned To Me, the system looks for Data Sources that you created or that are assigned to you. 6.3 The Change Request List After you ve filled in the search criteria and clicked Search, the page displays the Change Requests that were found: The icons to the left of a Request s name indicate the type of change: means the Change Request is for a new Data Source. is for Data Source modification. is for Data Source deactivation. The meanings of the columns are mostly self-explanatory. The Days column is the number of days the Request has been waiting to be approved. 23