Managing Users - Iron Mountain · 2 Administrators assign each Iron Mountain Connect user a profile...
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© 2016 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated. All other trademarks and registered trademarks are the property of their respective owners. Managing Users IRON MOUNTAIN CONNECT™ RECORDS MANAGEMENT T2.5.1 11.15 Iron Mountain Connect is a trademark of Iron Mountain Incorporated. US-RM-EXT-PPT-5262016
Transcript of Managing Users - Iron Mountain · 2 Administrators assign each Iron Mountain Connect user a profile...
© 2016 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated. All other trademarks and registered trademarks are the property of their
respective owners.
Managing Users
IRON MOUNTAIN CONNECT™ RECORDS MANAGEMENT T2.5.1 11.15
Iron Mountain Connect is a trademark of Iron Mountain Incorporated.
US-RM-EXT-PPT-5262016
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Administrators assign each Iron Mountain Connect user a profile that contains key information and grants organisational access and system permissions.
Use this section to learn how to:
• Search for existing users
• Modify an existing user’s profile
• Create a new user
• Give users access and permission to Iron Mountain Connect Records Management
• Clone a user profile to save valuable data entry time
Managing Users
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Searching for Existing Users
Select Manage Users from the Iron
Mountain Connect home page to open
the User Administration screen where
you can search for existing users and
create new users.
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Searching for Existing Users
Select Record Management Users. Enhanced
filters and search functionality are enabled on
screen.
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Search by Customer, Division and Department.
Division and Department are functional for
customers that are division- or department-
enabled. You are able to select one to many
Departments to search on.
Search by Permission to find all users based on
the tasks they are approved for. You are able to
select one to many permissions to search on.
Click Search. Users that match your
filters are displayed in the Search
Results section of the screen.
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Search by username, email and first or last name
to find a specific user or to determine whether or
not a user has already been created.
You are able to leave these filters open to
perform a more general search using the filters
below.
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Searching for Existing Users
Click Clear to reset the user properties and restart a new search.
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Click to open the User Profile screen and
view and update the users contact,
account information and system settings.
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Searching for Existing Users
The user profile is divided into
three expandable/collapsible
sections. Click to change
the information you see.
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Update and add information to the user
profile and click Save. A success
message displays indicating that the
update was made.
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Click Back to return to the User Profile
screen.
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Creating a New User
Once you have verified that there is no
profile associated with this user, click
Create User to open the User Profile
screen.
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Creating a New User
The user profile is divided into
three expandable/collapsible
sections. Click to change the
information you see.
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Enter as much information as possible
in the user profile. You must enter data
in all required fields (marked with a red
asterisk).
Be sure to select Records Management
Line of Business from within the Account
section of the User Profile to give this
user permission to access Mountain
Connect for Records Management.
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Click Save to create the user profile from
the data that you entered.
After you save the user, there is a 5 minute
delay while the system finalises the record
and you are able to continue to step 4.
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Set the Report Group to Basic Report
Management to give the user access to
Records Management reports from within
the Report Centre.
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Setting User Access/Permissions
Click the Records Management Access/
Permissions link to open the User
Security screen and grant the user access
to Iron Mountain Connect Records
Management functionality.
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Setting User Access/Permissions
There is a 5 minute delay while the user
record is finalised. Once this is complete,
assign the user permissions.
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The Records Management Access/
Permissions screen is divided into three
expandable/collapsible sections. Click to
change the information you see.
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Use the predefined User Permissions
Templates to automatically select user
permissions. Once applied, you are still able
to manually update the permissions.
Click Template Guide to view
an information-only reference that will help
you identify which template to apply.
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Setting User Access/Permissions
Assign organisational access by
choosing the Customers, Divisions and
Departments to which this user has
access.
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Save all changes to the users permissions
and access.
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Setting Access/Permissions for Multiple Users
Select the Action dropdown: to set Iron
Mountain Connect Records Management
permissions and access for multiple
users at once:
• Add Permissions – grant permission to
perform different Records Data
Management functions
• Remove Permissions – remove
permission to perform different
Records Data Management functions
• Add Access- grant organisational
access
• Remove Access – remove
organisational access
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Click to select users from the list. The
Action button is only enabled after you
select multiple checkboxes.
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Search for the users for whom you need
to set permissions/access. Refer to
Searching for Existing Users.
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Setting Access/Permissions for Multiple Users
Set the access or permissions and click
Confirm. Iron Mountain Connect Records
Management displays a success
message and sends confirmation
of the change to your email address.
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Cloning a User
Use the filters to find the user you wish to
clone.
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Click Clone User…. A new user profile is
generated. Settings from the base user
are copied.
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Click to select the user from the search
results displayed on screen.
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Cloning saves you data entry
by copying the user profile
with the information intact.
You are still required to enter
identifying information in key
fields, however, the system
settings and much of the data
is copied.
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Cloning a User
The user profile is divided into
three expandable/collapsible
sections. Click to change the
information you see.
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Much of the data has been copied from
the original user record. You must enter
data in all required fields (marked with a
red asterisk).
Select Records Management Line of
Business in the Account section of the
User Profile to give this user permission
to access Mountain Connect’s Records
Management application.
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Click Save to finish the cloning process
and create a new user.
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Cloning a User
Repeat the cloning process to continue
creating users from this base profile as
necessary.
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Refer to Creating a New User to grant the
user access to Iron Mountain Connect for
Records Management.
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Inactivating/Reactivating a User
Select the Account dropdown: and
change the status:
• If the user status is Active you are able
to terminate (this sets the users status
to Inactive; it does not remove the user
from the system)
• If the user is Inactive, you are able to
activate
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Click the checkbox to select the user
from the list.
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Search for the user you need to
activate/inactivate. Refer to Searching for
Existing Users.
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Inactivating/Reactivating a User
The Status column reflects your
change.
The screen is inactive while the
system processes your change.
A success message displays once
the change is complete.
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