Iron Mountain Connect Records Management replaced Record Center’s personal address book with improved centralized address functionality that system administrators control. This topic is targeted at system administrators and users at companies that previously used personal address books in Iron Mountain Record Center.
Where Can I Find My Personal Address Book?
- Personal address books have been removed.
- System administrators now create, edit and enable/disable user access to addresses from within Administration | Manage Addresses.
- Users review and select an address from within the Details step in the order wizard.
- Users with the proper permissions are able to create addresses while placing orders.
- Once an address is created, it is available for use and can be set as a default address or favourite address by a user for ease of use.
Why Has Address Functionality Changed?
- Multiple address repositories led to inconsistency and errors.
- One centralized repository means that addresses are synchronized SYSTEM-WIDE.
- Default and favourite addresses automate processes and eliminate errors.
- Simpler workflow.
- Less time spent looking up and copying addresses to the personal address book.
Where Can I Find the New Address Functionality?
- System Administrators:
- System administrators now create, remove, edit and enable user access to shipping addresses from within Records Management |Administration | Manage Addresses.
- System administrators can assign shipping addresses to a user from within Manage Users while creating or modifying a user.
- Users:
- Users click the Change Address link on any of the order detail screens to open the Shipping Address List screen.
- From within the Shipping Address List screen, users view and edit addresses and set default and favourite addresses.
- Users with the proper permissions see the Add Address button on the Shipping Address List screen and are able to create addresses while placing orders.
What Should I Do If I Cannot Find an Address that was in Record Centre?
If you cannot find an address that existed in a personal address book in Record Centre:
- Apply column filters to reduce the number of addresses that are displayed.
- If applying filters does not find the address and you are a system administrator or a user with permission to create addresses, create the address.
NOTE:If a standard user needs access to the same address for different customers, system administrators use the steps in
Creating a Shipping Address to manually create the address in each customer record.
Which Users Have Access to a Shipping Address?
NEW ADDRESS
- Standard Users: By default, ALL standard users have access to ALL NEW ADDRESSES belonging to a customer UNLESS the System Administrator restricts access by manually deselecting the user during the Choose User step in the Records Management |Administration | Manage Addresses address wizard.
- Migrated Users:
- Migrated Record Center users who have permission to create and edit or copy shipping addresses have access to all addresses for a customer. As the system administrator, you must review the addresses and manually deselect users that should not have access.
- Migrated Record Centre users that do not have permission to create and edit or copy shipping addresses only have access to validated addresses from their Record Centre personal address book.
EXISTING ADDRESS
By default, standard users do NOT have access to existing addresses unless the system administrator manuallyselectsthe user during the Choose User step in the Records Management |Administration | Manage Addresses address wizard.
ROLE CHANGES
Administrators who have been converted to standard users lose all address access and must be manually granted access by their System Administrator.
What If Outdated Shipping Addresses Are Displayed?
As a system administrator, if outdated addresses are displayed you have two options:
- Edit the address and unassign all users associated with it. The address remains in Iron Mountain Connect Records Management; however, users no longer see the outdated address.
- Inactivate the address by updating the status of the address. The address remains in Iron Mountain Connect Records Management and users will continue to see the address in their lists but the address may not be used on any new order or assigned to any users while in an Inactive Status.
- Remove the address. Be aware that removing an addresswill permanently delete the address. No backup or audit records will be supplied.
Can Users Create Addresses?
System administrators can give users the permission to create shipping addresses on the fly while placing an order. Users that can create a shipping address can also assign and remove users to/from shipping addresses.
Addresses created on the fly by a user are available to all users within the company.
NOTE: Users can create and edit addresses; however, only system administrators are able to remove addresses.
