Iron Mountain Integration Guide
Overview
The document covers the Gimmal Physical Iron Mountain integration.
Iron Mountain integration can only be linked to Boxes and/or Files to process order files (.ord).
Open shelving orders are not supported.
When requests are sent to Iron Mountain, you have a choice of whether items are automatically transferred in Gimmal Physical to the destination of the request.
The integration does not support maintenance files (.mnt) to update metadata for Iron Mountain unique box numbers (SKP).
The integration does not consume the nightly files Iron Mountain posts on the FTP site (aka SFTP) every 24 hours which indicates the request status.
Features
Manage and Review Iron Mountain Requests
There is an Iron Mountain Requests page to manage requests for items going to or coming from Iron Mountain. Click the ‘Iron Mountain Requests’ link to open the View Iron Mountain Requests page.
The View Iron Mountain Request page enables the submission of requests to the FTP site that Iron Mountain monitors.
The top portion of the screen can be used to query requests with the ‘Current Search’ showing the applicable query in effect.
Actions are taken using the drop-down fields and buttons. Users with the appropriate permissions can override certain values on the View Iron Mountain Requests page by:
Selecting the request(s) to be changed from the list of requests
Editing the required value in the yellow section text box
Clicking the ‘Update’ button.
There are several available page options:
The number of rows shown on the page can be adjusted using the ‘Rows’ Dropdown. 50 is the maximum value
View Request History will open the ‘[Item] Request History’ page which allows users to locate the request history by querying a variety of options
Query Requests on the Home Page Grid will collect all items from the current query and move them to the Home Page Grid. This view has additional values, actions, and queries available for the management of the items.
The buttons listed will apply as follows:
Delete Selected - permanently removes the requests selected in the lists and request table
Delete All - permanently removes all the listed requests and removes them from the request table
Fulfill Selected - Transfers the selected items after they have been submitted.
Fulfill All - Transfers all applicable items listed on all pages. Items must first be submitted.
Approve Selected - Approve the transfer request for the selected items.
Approve All - Approve the transfer request for all the items on all pages of the list.
Reject Selected - Reject the transfer request for the selected items.
Reject All - Reject the transfer request for all the items on all pages of the list.
Submit: Submit the item to Iron Mountain for pickup or delivery.
Note:
Items must be ‘Approved’ before they can be submitted
Depending on the setting in the Iron Mountain Integration configuration screen, users have a choice to transfer the item within Gimmal Physical immediately after the ‘Submit’ button is clicked or wait until a further time to transfer the items within Gimmal Physical using the Fulfill buttons
The visibility of several controls on the request page is dependent on configuration options found on the Iron Mountain Integration page:
(A) The Delivery/Pickup Date override and column only show if the ‘Scheduled’ date is the chosen default option for the default Delivery Priority.
(B)The Fulfill Selected Fulfill All buttons only appear if the ‘Should items be automatically transferred when requests are submitted is set to 'No’ on the Iron Mountain Integration page (see below).
Helpful Tip
A selection for Off Site Vendor is not needed for new boxes as long as the requested destination is the Iron Mountain location. Having Iron Mountain as a choice of Off-Site Vendor for a box represents the fact that Iron Mountain has knowledge of and has registered the Box. New boxes don’t need this value from the Iron Mountain perspective until they are picked up for the first time. From within Gimmal Physical, the Off-Site Vendor selection will not be enabled until a new Box is first transferred to Iron Mountain. The workflow is intended to be the following:
The user creates a Box. At this point, the new Box will have the default Current Location of the User and the default Home Location of Iron Mountain.
The user requests pickup of the Box to be sent to Iron Mountain. Because the default Home Location is already Iron Mountain, no changes should be needed on the request page.
Note: If the default home location was not set in the earlier step, ensure that the Iron Mountain location is specified as the new destination as part of the request.Because the Box is being sent to Iron Mountain, it will appear in the Iron Mountain requests queue.
When the request is submitted from the Iron Mountain request queue page:
It will be processed through the Iron Mountain integration.
Gimmal Physical will transfer the Box to the Iron Mountain location within the application.
This transfer step will assign the Iron Mountain to the Off-Site Vendor value at the Box level.
From this point forward, the Off-Site Vendor value will be set to Iron Mountain for that Box. Any subsequent requests for that box will go directly through the Iron Mountain queue.
Request Delivery (Retrieval) of Boxes and Files
The following options are available in the Gimmal Physical application.
Request Type
Normal
Photocopy
Fax & Deliver
Fax & Refile
Delivery Priority
Normal
Half Day
Rush
Scheduled
Order Type
Standard Delivery
Pickup
Permanent Withdrawal
In older versions of Gimmal Physical (3.15 and below), the Order Type is stored as a numerical value ('enum'). When searching by order types in older versions, use the number associated with the Order Types, for example:
1 = Standard Delivery
2 = Pickup
3 = Permanent Withdrawal
Request Pickup of Boxes and Files
The following options are available in the Gimmal Physical application for delivery priority:
Normal
Half Day
Rush
Scheduled
Settings
For Gimmal Physical 3.15.1 and above.
The configuration settings for Iron Mountain can be found on the Iron Mountain integration page accessed via the Integration section on the Administration page reached by clicking the ‘Admin’ option on the navigation bar,
The options are as follows:
Name | Description |
|---|---|
Should items be automatically… | This option allows for requests to automatically be transferred within Gimmal Physical once requests are submitted using the ‘Submit’ button.
Note: Found in 3.15.1 and above only |
Default Request Type | This choice will populate the default options for all Request Type drop-down controls in the application. Note: Found in 3.15.1 and above only |
Available Request Type | The drop-down list shows all available options for Iron Mountain Request Types. Administrators can add as many or as few options for their end users by highlighting an item and choosing ‘Add’ or ‘Remove’. The choices will then populate the dropdown lists for all the Request Types in the application. Note: Found in 3.15.1 and above only |
Default Delivery Priority | This choice will populate the default options for all Delivery Priority drop-down controls in the application. Note: Found in 3.15.1 and above only If Scheduled is chosen as the priority:
|
Available Delivery Priority | The drop-down list shows all available options for Iron Mountain Delivery Priorities. Administrators can add as many or as few options for their end users by highlighting an item in the list and choosing ‘Add’ or ‘Remove’. The choices will then populate the dropdown lists for all the Iron Mountain Delivery Priorities in the application. Note: Found in 3.15.1 and above only |
Email Address | Address that will receive notifications from Gimmal Physical when orders are submitted to Iron Mountain. This address is valid for the scope chosen in the next field. |
Scope | Who will have order notifications sent to the chosen address in the Email Address field:
|
Iron Mountain FTP URI | Drop down a list of the addresses of the FTP Site to upload Iron Mountain files. The label following this drop-down list will read Testing or Production based on the value. The defaulted in this list. |
User Name | Name of the account which has access to the FTP site. |
Scope | Set the scope for the Iron Mountain User Name. Note: The default is ‘System’ which will be the choice for single-region customers. For customers with multi-region accounts, this option should be set to ‘User’. |
Password | Password of the Iron Mountain account which has access to the FTP site. |
Scope | Set the scope for the Password associated with the Iron Mountain User Name. It should match the scope of the User Name. Note: The default is ‘System’ which will be the choice for single-region customers. For customers with multi-region accounts, this option should be set to ‘User’. |
Enable Request of Files | Option to enable users to request files to be transferred to and from Iron Mountain. The default value is unchecked (False). |
Upload Iron Mountain File | Options available to test or manually upload files in real-time or using the job service. |
 | Opens a dialog box to select an Iron Mountain formatted file created by Gimmal Physical to use in testing, or to manually load into the system. |
 | Manual upload of a file for testing (if the URI listed is the test site) or reprocessing (if the URI listed is the production site) for the chosen file. Transfers cannot be performed when submitting an Iron Mountain request from this page, including using the ‘Test Upload’ button. |
 | Imports the file that is on the listed FTP site into the View window (on the left for review. |
 | Runs the file through the scheduled job service for testing (if the URI listed is the test site) or reprocessing (if the URI listed is the production site) for the chosen file. The file processed via the service can be viewed in the box on the right side of the screen. Transfers cannot be performed when submitting an Iron Mountain request from this page, including using the ‘Schedule’ button. |
Job Status | The results of the tested job, run from either the ‘Test Upload’ or ‘Schedule’ |
Setup
A location record must be designated as an Iron Mountain location by choosing Iron Mountain as the Off-Site Vendor. Multiple Iron Mountain locations are supported.
Transit Information will also need to be entered for:
Any location that will have items picked up from or delivered to.
Any User that will have items picked up from or delivered to Iron Mountain.
Customer record(s) will need to be created that contain the Customer ID and District ID assigned by Iron Mountain. Additionally, address information and contact name can be entered.
Box records will need to have a current location, an IM Box Size value, a Customer ID, and a District ID before they can be requested for pickup or delivery.
File records will need to have a current location, a Customer ID, and a District ID before they can be requested for pickup or delivery.
If records are updated in such a way that makes them invalid for Iron Mountain requests after a successful request has been made but before they have been submitted to Iron Mountain errors will be displayed on the view requests page. Items in error will be back colored in yellow. The issue for a given record can be seen by mousing over the item description hyperlink.
For request pickups, the destination will need to be set to an Iron Mountain location.
If you are using the Iron Mountain connector with multiple Iron Mountain accounts in multiple regions (i.e. multi-region accounts), There are several items to note to ensure the correct setup:
Only 3.15.1 with hotfix enabled will support multi-region Iron Mountain accounts.
In the Configuration page Settings for the Iron Mountain Connector, the ’Scope' for both the User Name and Password must be set to ‘User’.
There must be an Iron Mountain location per region.
The specified Iron Mountain locations must be ‘Hub’ locations.
Each user who can submit requests in Gimmal must have a separate account per region where the request will be submitted. The users must switch to the appropriate account to submit requests for the associated region.
In Preferences, for each of the User Accounts, the preference for Iron Mountain location must be set to the associated location or the regions.
For Gimmal Physical 3.14 and below
If you are using the Iron Mountain integration, Gimmal strongly recommends you upgrade to 3.15.1 or above to use the most current format and advanced options.
Iron Mountain account information must be entered in the Gimmal Physical Application Settings page.
The path to the folder on the sftp site associated with Iron Mountain.
The Username for the sftp site associated with Iron Mountain.
The password for the sftp site associated with Iron Mountain.
Preferences
A preference setting is available to enter an email address that will receive notifications when orders are submitted to Iron Mountain.
Note: In 3.14 or below, the integration value for locations and boxes does not choose Iron Mountain as the Off-Site Vendor. Rather there is a special checkbox noted as ‘Is Iron Mountain’ which designates the item as being associated with Iron Mountain.
Additional information on the technical aspects of the Iron Mountain integration can be found here.