IRM Item Codes: How to Find Them

barcode

In a recent post, I discussed the value of item codes for enabling document-specific policies. As a rule, we recommend avoiding document-specific policies because of the governance and usability issues that tends to raise, but there are numerous scenarios where it is the right approach for some types of communication.

A colleague who is responsible for such a scenario within Oracle asked me for some tips on how to find the item code, so this post provides a few simple suggestions.

Firstly, you can usually see a document's item code simply by selecting it in Windows Explorer and hovering the mouse pointer over the document. On most operating systems, the tooltip provided by Explorer is modified to include a few pieces of IRM metadata, including the item code.

IRM tooltip

If you prefer, you can select a file and access its Properties dialog. The IRM Desktop adds an Oracle IRM tab to the dialog on most OSs and exposes further metadata including the item code. This approach has the additional advantage that you can copy the metadata to the clipboard - so you can cut and paste the item code if you need to specify it when setting up item specific policy.

IRM properties tab in Explorer

Another method is to access the control panel from the IRM toolbar or menu when you are actually using a document. This gives you access to the metadata as well as a tab that tells you what rights you have, when the rights are due for refresh or expiry, a link to reset your password (presuming you are not using single sign on), and IRM Desktop version information.

IRM Desktop control panel

There are other ways to get at the item code and other metadata - including programmatic methods that you might use during automated workflows that need to make decisions based on the item code or other factors - but these are the three most obvious ways for users to get at the item code if the scenario requires it. Of course, most users never need to know or care about such things.

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