User Guide for Iron Mountain Integration

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 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:

1. Selecting the request(s) to be changed from the list of requests

2. Editing the required value in the yellow section text box

3. 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 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 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 the 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: Submits 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 are 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 request destination is the Iron Mountain location. Having Iron Mountain as 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:

1. 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.

2. 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.

3. Because the Box is being sent to Iron Mountain, it will appear in the Iron Mountain requests queue.

4. When the request is submitted from the Iron Mountain request queue page:

   1. It will be processed through the Iron Mountain integration.

   2. Gimmal Physical will the transfer the Box to the Iron Mountain location within the application.

   3. This transfer step will assign the Iron Mountain to the Off-Site Vendor value at the Box level.

5. 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

Order Type is stored as a numerical value ('enum'). When searching by order types, 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 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. Yes: Enables the Submit button to transfer any approved items in Gimmal Physical once clicked The Fulfill Selected and Fulfill All buttons are disabled No: Users must manually transfer items using Fulfill Selected or Fulfill All to have them listed as transferred in Gimmal Physical Note: Found in 3.15.1 and above only
Default Request Type	This choice will populate the default options for all Request Type drop downs controls in the application. Note: Found in 3.15.1 and above only
Available Request Type	The drop drown 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 Type 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 downs controls in the application. Note: Found in 3.15.1 and above only If Scheduled is chosen as the priority: The Default Delivery Date field is enabled showing days of the week. This can then be used to calculate the scheduled delivery date. The Delivery/Pickup Date override field and column are shown on the View Iron Mountain Request Page.
Available Delivery Priority	The drop drown 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: System: Everyone logging into the application Role: Everyone in the role of the logged in user User: Just the logged in user
Iron Mountain FTP URI	Drop down list of the addresses of the FTP Site to upload Iron Mountain files. The label following this drop down will 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.
Password	Password of the account which has access to the FTP site.
Enable Request of Files	Option to enable users to request files to be transferred to and from Iron Mountain. 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 g 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 is ‘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 is an Iron Mountain location and for any User that will be either requesting pickup or delivery to or from 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.

File Creation

When requests are submitted to the Iron Mountain sftp site a files with a .ord extension for pickups or deliveries and .add extension for additions are created and posted to the Iron Mountain site. Data to create these files is constructed using the following:

Pickup or delivery files (.ord) – Header Information

Pickup or delivery files (.add) – column mapping for Boxes.

Note: For the most part these fields can be empty as this data is now be captured and managed in Gimmal Physical.

Pickup or delivery files (.add) – Item Information (Files)

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 is not choosing 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.