topic Re: Multiple File plans in Alfresco Archive

Multiple File plans

fpp — Mon, 21 Dec 2009 14:09:17 GMT

I've seen in the wiki that the RM might allow multiple file plans (http://wiki.alfresco.com/wiki/RecordsManagementModel). Does anyone know how to create more than one file plan and provide a typical use case for this (if possible)?My idea behind this is to limit Record Management Records Managers ad

Re: Multiple File plans

carlos_miguens — Tue, 29 Dec 2009 10:54:00 GMT

The current implementation does not allow multiple file plans within the same site. Supplemental marketing work at any level in the file plan, however you probably don't need these.

RM "admin featrures" are implemented through Roles, with some 50 different admin capabilites being grouped into 4 roles. These roles come pre-defined but you can alter them or define your own.

The permissions model in RM is such that people cannot see things unless they are specifically given read access. You should be able to use a combination of these two things to achieve what you are after since most of the capabilities require you to have write/filing access to the fileplan where you are trying to carry out the operation.

Taking some examples:

Suppose you have the capability "Create, Modify, Destroy Folders", you will only be able to create folders in parts of the file plan where you have write/file access. If you have only read access to a Category you would not be able to create a folder within that category. If you had neither read/write to the category you would not be able to see that category.

The same is true for other capabilities such as: Move Records, Close Folders, Change or Delete References, Freeze Records (this is just a sample).

There are some capabilities which are by their nature system wide and don't act directly on the file plan, a user with this capability can obviously use it without recourse to file plan permissions. An example of this type of capability are any of the Audit control capabilities such as Declare Audit as Record,other examples are Create, Modify, Destroy Users and Groups and Map Email Metadata.

Hope this helps you define your security model.
Carlos

Re: Multiple File plans

fpp — Tue, 29 Dec 2009 16:39:03 GMT

If I understand this right to block e.g. one RM Records Manager from accessing e.g. another series I'll take away her read access to that series:

One Fileplan
>Series 1 (-> New RM Manager group - Series1RMMan)
>Series 2 (-> New RM Manager group - Series2RMMan)

Series1RMMan has no read access to Series 2 and vice versa. Sub roles in respective sub groups.

Will try this. Many thanks that should most likely do the job.

Reg. "Supplemental Markings"
"Supplemental markings" might be working on the different levels of the file plan, but they seemingly DO NOT WORK in the Community version 3.2r and 3.2r2. This includes creating or managing values for supplemental marking list (and also the transfer location lists) together with displaying / changing those within the record detail page. This is of course very disappointing and I've checked a few things with regards to this:

1. There is a logged issue in JIRA with the Enterprise version that editing the lists does not work (could not test this with the EE as the current download does not include the RM module)
2. I've traced down the issues around the supplemental / selection lists a bit and the RM admin console does continuously run into an UI error (missing form definition) - hence neither of the list is displayed or accessible in the RM admin console.
3. Within the record detail page there seems to be another issue - the form expects a LIST but gets something else

(???rmc:smList - type:org.alfresco.module.org_alfresco_module_dod5015.caveat.RMListOfValuesConstraint  - see recordsCustomModel.xml) ‍

When adding some selection values manually to the RM custom model and changing the type to LIST, the form displays / allows the selection but you can not write the constraints.

As I had a few other things to look after the last days, I could not dig deeper into that and further try to solve the issues with the supplemental marking - see also http://forums.alfresco.com/en/viewtopic.php?f=51&t=23986

Question: Assuming there is a solution to that, how would I then assign the "Supplemental Markings" to users?

Many thanks
fpp