Creating a Custom File Template

Select Records Management | Administration | Manage File Templates. The Manage File Templates screen opens. Existing templates are listed; the Iron Mountain default file template is the top template in the grey panel.

NOTE: Refer to Using the Manage File Template Screen Functionality for information about filtering and displaying templates on this screen.
Click Create File Template. The File Template wizard opens to the Choose Customer step.
Select the customer that will use this file template by clicking the checkbox to the left of any of the customers that are listed.

NOTE: A customer can have multiple custom file templates assigned to different divisions or departments. However, each division and/or department can only be assigned to one custom file template.

Assigning a custom file template to a division or department that was already using a custom file template overwrites and replaces the original file template. Assigning a custom file template to a division or department that was already using the default template replaces the default file template. Removing all divisions and departments from a custom file template, makes the template inactive.

None of these actions permanently removes a custom file template.
Click Assign Organizations>. The Assign Organizations step in the File Template wizard is where you assign divisions and departments to the file template. The screen layout and process for assigning organizations varies based on the customer’s account profile settings:
1. If the customer does not validate departments, there are no divisions or departments to assign. Continue to step 5 to customize the fields on the template.
2. If the customer is not division-enabled, only departments display. Click the checkbox to the left of a department to add it to the custom file template. Refer to Assigning a File Template to learn how to quickly add, remove and display divisions and departments in the Selector and Selected For list.
3. If the customer is division- and department-enabled, both divisions and departments display. Select a division to view the departments within that division; click the checkbox to the left of a department to add it tot he custom file template. Refer to Assigning a File Template to learn how to quickly add, remove and display divisions and departments in the Selector and Selected For list.
NOTE: Each division and department can be assigned to one file template at a time. Selecting a division or department that is already assigned to a file template removes that division or department from the original file template and adds it to the new file template.

Click Customize Fields> and set the custom file template fields that will be required, enabled and disabled on the File Detail screen when this customer creates a file. If the customer is division- or department-enabled, there are required fields that cannot be changed.
Click Confirm> to continue to the Confirmation step in the File Template wizard.

NOTE: Use the back buttons (<Choose Customer, <Assign Organizations and <Customize Fields) to return to prior steps in the wizard and modify your selections.
Review the settings.
Click Finish to finalize your custom file template. You are returned to the Manage File Templates screen; a success message displays and the custom file template you created appears on the screen. The template is effective immediately.
NOTE: Custom file template settings override the custom layout that individual users are able to create during file entry.

Custom Field Labels

About Custom Field Labels

Adding Custom Field Labels to a File