IBM Enterprise Records Configuration Manager – Modernising Enterprise Records Configuration with an IBM Content Navigator Plugin

Sudha Balloli

Soumya Dash

Introduction

IBM Enterprise Records (IER) has introduced a modern Configuration Manager as an IBM Content Navigator (ICN) plugin. Replacing the traditional Eclipse-based desktop application, the new browser-based solution simplifies post-deployment configuration, reduces administrative overhead, and provides a cloud-native administration experience for both on-premises and IBM Cloud Pak for Business Automation (CP4BA) deployments.

By integrating configuration management directly into IBM Content Navigator, administrators can perform Enterprise Records configuration tasks through a centralised web interface without requiring a separate desktop client installation. This modernisation aligns Enterprise Records with modern deployment practices and improves the overall administration experience.

Why a New Configuration Manager?

The legacy Configuration Manager required administrators to install and maintain an Eclipse-based application on local workstations.

As organisations moved toward Kubernetes and CP4BA deployments, this model no longer aligned with cloud-native administration principles.

Common challenges included:

• Installing the IER client package separately from the deployed container environment.
• Configuring SSL communication between the administrator workstation and the containerised environment.
• Maintaining the Eclipse-based Configuration Manager tool on administrator workstations.
• Managing locally stored configuration profiles
• Maintaining compatible client libraries across product upgrades
• Performing post-deployment configuration outside the CP4BA platform

In containerised deployments, the legacy approach could also result in additional operational costs associated with provisioning and maintaining dedicated administrator workstations, managing compatible client software versions, distributing configuration artefacts, and supporting manual upgrade processes. By integrating the Configuration Manager directly into IBM Content Navigator, these operational overheads are significantly reduced while providing a more consistent cloud-native administration experience.

The new Configuration Manager eliminates these challenges by moving configuration directly into IBM Content Navigator, providing a centralised, browser-based administration experience.

Traditional vs Modern Configuration

Supported Configuration Tasks

The Configuration Manager provides six guided workflows.

1. Create Marking Sets and Add-ons

This task creates the required marking sets and metadata add-ons within Content Platform Engine.

These components establish security classifications and metadata required by the Enterprise Records data model.

This task should always be completed before configuring object stores.

2. Configure File Plan Object Store (FPOS)

The File Plan Object Store forms the foundation of Enterprise Records.

During this task, Configuration Manager installs the Enterprise Records data model, configures the object store as an FPOS, and prepares it for records management.

3. Configure Record Object Store (ROS)

The Record Object Store stores the actual managed records.

This task links the ROS with the File Plan Object Store, installs the required Enterprise Records components, and enables records lifecycle management.

4. Configure Workflows

This workflow creates the Process Engine components required for Enterprise Records.

It configures:

• Workflow queues
• Workflow regions
• Rosters
• Connection points

These components enable automated review, approval, retention, and disposition processes.

5. Transfer Workflows

This task deploys Enterprise Records workflow definitions from the File Plan Object Store into Process Engine.

It supports:

• Initial deployment
• Workflow updates
• Re-transfer during upgrades

6. Configure Content Engine Sweep

Content Engine Sweeps automate repository maintenance and records lifecycle processing.

The Configuration Manager creates sweep infrastructure for:

• Retention enforcement
• Disposition processing
• Repository cleanup
• Fixed Content Device Sweep
• Basic Sweep

These background processes ensure records management policies are applied consistently.

Configuration Manager Prerequisites

Before configuring Enterprise Records, ensure the following prerequisites are met:

• IBM Content Navigator is installed and configured.
• IBM Content Platform Engine or CP4BA environment is operational.
• Administrative credentials are available.
• The IERConfigurationManager plugin JAR has been deployed to IBM Content Navigator.

Deploying the Configuration Manager Plugin

On-premises

The plugin is available at:

ier_install_path/configure/plugins/IERConfigurationManager.jar

Load the JAR through the IBM Content Navigator Plugin Administration interface.

CP4BA Deployment

For container deployments, the plugin is packaged with the Enterprise Records deployment and exposed through Navigator endpoints.

Administrators can retrieve the plugin by:

• Accessing the deployment ConfigMap (*-access-info)
• Using the Access Endpoint URL

https://<host_address_or_ingress>/ier/EnterpriseRecordsPlugin/IERConfigurationManager.jar

• Using the Service Endpoint URL

https://<service_endpoints>/EnterpriseRecordsPlugin/IERConfigurationManager.jar

This eliminates the need to manually distribute plugin binaries across administrator workstations.

Steps to Configure IER Configuration Manager

1. Load Configuration Manager Plugin

• Go to Plugins
• Click New Plugin
• Provide JAR path
• Click Load and then Save

2.Create Configuration Repository

• Open IBM Content Navigator
• Navigate to Repositories
• Click New Repository
• Provide:

•       Repository Name: IERConfig

•       Repository Type: FPOS/ROS

• Save

3.Create and Configure Desktop

• Navigate to Desktops
• Click New Desktop
• Add:

•       Name: IER_Config

•       Repository: IERConfig

• Enable Feature

•       Go to Layout

•       Enable IERConfigManager

•       Save and close

4. Access Configuration Manager

• Log in using the new desktop
• Open Config Manager
• Verify the Profile Manager loads successfully

CP4BA Additional Configuration

Before creating or importing a profile in the new IER Configuration Manager on CP4BA, update the following configuration files. Follow these steps:

1. From the Navigator pod, edit the following file path: /opt/ibm/wlp/usr/servers/defaultServer/configDropins/overrides/ier-jars

·       Open the WorkflowTransferContainer.sh

·       Add the keystore password:
-Djavax.net.ssl.trustStorePassword=<truststore_password>

2. Open the RMWorkflowTransferConfig.xml

• Update the following parameters:

• WSI URL - Add the WSI URL
• Connection Point Name - Specify the connection point name
• OBJECT_STORE_NAME - Specify the object store name
• Re-transfer Value - Set to `yes`

3.         If you see: CWIMK0011E: A valid user registry was not found

Add the following to the Custom Resource (CR):

navigator_configuration:

  icn_production_setting:

    jvm_customize_options: '-Djavax.ws.rs.client.ClientBuilder=com.ibm.ws.jaxrs20.client.JAXRSClientBuilderImpl'

Creating a New Configuration Profile

Configuration profiles contain all connection information required to configure Enterprise Records.

Unlike the legacy Configuration Manager, profiles are stored in the repository database rather than the local filesystem.

Benefits include:

• Shared profiles
• Easier backups
• Simplified migration
• Consistent configuration history
• Reduced dependency on administrator workstations

Profiles can also be imported between environments.

For new configuration profile, ensure that the required object stores are created before creating a configuration profile and running configuration tasks.

To create a configuration profile:

1. Ensure that your Content Platform Engine client jars has been updated as per this technote: Content Platform Engine Client
2. If IBM Enterprise Records Configuration Manager is not running, start the IBM Enterprise Records Configuration Manager.
3. Click on Create Profile in profile Manager Create Profile.
4. Enter the Profile Name.
5. Enter the Content Engine server WSI URL.
6. Enter the Content Engine username.
7. Enter the Content Engine password and confirm password.
8. Verify the connection by using Test Connection, Once Test connection is successful.
9. Click on finish button.
10. Double click on the new profile created.

Importing Existing Profiles

The Configuration Manager supports importing existing configuration profiles, making it easy to reuse or migrate configurations across environments. Imported profiles are stored in the Configuration Manager repository and can be used for all supported configuration tasks.

Requirements

Before importing a profile, ensure that the complete configuration profile package is available, including the .cfgp file and its associated configuration XML files.

Importing a Profile

To import a profile:

1. Open Profile Manager.
2. Click Import.
3. Select the profile package and the required configuration files.
4. Complete the import and verify that the operation is successful.
5. Test the connection before using the imported profile for configuration tasks.

Note: Profile import is supported through the browser-based Configuration Manager interface.

Best Practices

For successful deployments, consider the following recommendations:

• Execute configuration tasks in the recommended sequence.
• Validate object stores before configuration.
• Backup existing workflow definitions before reconfiguration.
• Test configuration profiles in non-production environments.
• Use dedicated administrative accounts.
• Store exported profiles alongside deployment artifacts.
• Verify Navigator pods can access all required endpoints before beginning configuration.

Can I use Configuration Manager within the same IER/ICN desktop instead of creating a new one?

Yes, you can enable and use the Configuration Manager within the existing desktop. However, make sure that the IERConfigurationManager.jar is properly configured beforehand in plugin section.

Conclusion

The new IBM Enterprise Records Configuration Manager represents a significant modernization of Enterprise Records administration.

By replacing the legacy Eclipse-based tooling with a browser-based IBM Content Navigator plugin, IER has simplified configuration while improving usability, collaboration, and operational efficiency.

For organisations adopting IBM Cloud Pak for Business Automation, the new architecture aligns Enterprise Records with modern cloud-native principles by removing desktop dependencies, centralising configuration, simplifying upgrades, and enabling administrators to manage Enterprise Records entirely through a web interface.

Whether deploying Enterprise Records on-premises or in containerised environments, the new Configuration Manager provides a more scalable, maintainable, and future-ready administration experience.

Acknowledgments

Special thanks to the IER development team for their contributions to the implementation, testing, and documentation of this enhancement.

Avilash Ashis ; BOYA PAVAN KALYAN ; Daniel Grack ; Isha Singh Bhadauria ; Ranjith Devadiga ; Sudha Balloli ; Soumya Ranjan Mohapatra; Suman Singh ; Sushma Srinivasan ; Vinayachandran Sasidharan