IRM Desktop Client for Users

Guide
Date: June 2022
Version: 10.3.3
Revision: 0
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IRM Desktop Client for Users Guide

Contents
Getting Started __________________________________________________________________________ 7
Terminology note ................................................................................................................................................... 7
General usage notes .............................................................................................................................................. 7
Logging In............................................................................................................................................................... 7
Logging in to connect to an on-premises IRM Server ....................................................................................... 7
Standard Login ................................................................................................................................................... 8
SAML Login ........................................................................................................................................................ 8
Logging in to connect to IRM Service in the Cloud..........................................................................................10
Standard Login ................................................................................................................................................. 10
SAML Login ...................................................................................................................................................... 11
Changing Your Password ....................................................................................................................................11
Connecting from iManage Work .........................................................................................................................12
Exploring The Interface........................................................................................................................................12
Records - Dashboard ...........................................................................................................................................13
Customizing the View..........................................................................................................................................13
Customizing properties directly from List view ...............................................................................................14
Customizing Record Folder Properties View .....................................................................................................14
Setting User Options and User Language ..........................................................................................................14
Displaying Items.................................................................................................................................................15
Changing Login Settings ...................................................................................................................................15
Setting Display Options .....................................................................................................................................15
Set Color Options ...............................................................................................................................................15
Setting Report Options ......................................................................................................................................15
Setting Record Folder Properties for Duplication ............................................................................................15
Set Language Options .......................................................................................................................................16
Setting language by Windows locale (default) .............................................................................................. 16
Setting language from the Tools menu .......................................................................................................... 16
Managing Record Folders ________________________________________________________________ 18
Creating Record Folders ......................................................................................................................................18
Creating Record Folders from Templates ..........................................................................................................19
Duplicating Record Folders .................................................................................................................................20
Precedence for Duplicating Record Folder Properties ....................................................................................21
Modifying Record Folders ...................................................................................................................................21
Processing Triggers.............................................................................................................................................22
Relating the Record Folders ................................................................................................................................23
Viewing Related Records...................................................................................................................................23
Viewing Electronic Renditions......................................................................................................................... 24
Media Type ...........................................................................................................................................................24
Viewing Electronic Renditions of documents ....................................................................................................24
Reports________________________________________________________________________________ 25
Generating Reports ..............................................................................................................................................26
Changing Report Sort Order ................................................................................................................................26
Saving Reports .....................................................................................................................................................26

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IRM Desktop Client for Users Guide

Printing Reports ...................................................................................................................................................27

Exporting Reports ................................................................................................................................................27
Mailing Reports ....................................................................................................................................................27
Setting Report Hot Links......................................................................................................................................28
Generating Quick Reports....................................................................................................................................28
Generating File Plan Summary Reports..............................................................................................................28
Generating Document Index Reports..................................................................................................................29
Generating Search Result Reports......................................................................................................................29
Labels _________________________________________________________________________________ 30
Viewing New Labels.............................................................................................................................................30
Printing File Labels ..............................................................................................................................................30
Modifying Labels List...........................................................................................................................................31
Reprinting Labels .................................................................................................................................................32
Reprinting Modified Item Labels.........................................................................................................................33
Exporting Labels ..................................................................................................................................................33
Marking Pending Labels ......................................................................................................................................34
Adding Items to the Pending Labels List............................................................................................................34
Searching for Users .............................................................................................................................................34
Common Tasks _________________________________________________________________________ 35
Search Items ........................................................................................................................................................36
Text Searches ....................................................................................................................................................36
Add Search Criteria ............................................................................................................................................37
Save Searches....................................................................................................................................................38
Working with Saved Searches......................................................................................................................... 38
Customize Search Results ................................................................................................................................38
Search Syntax.....................................................................................................................................................38
Search for Word Variations with Stemming................................................................................................... 40
Advanced Searches .............................................................................................................................................40
Searching Record Folders .................................................................................................................................41
Searching Record Series ...................................................................................................................................42
Search Record Categories.................................................................................................................................42
Search for Boxes................................................................................................................................................43
Search for Record Folder Eligibility...................................................................................................................43
Searching for Cut Off Records ..........................................................................................................................44
Searching for Vital Review Records..................................................................................................................44
Searching Requests ...........................................................................................................................................45
Search Audits Record Folders...........................................................................................................................45
Requesting Items .................................................................................................................................................46
Viewing Requested Items..................................................................................................................................47
Cancelling Requests ..........................................................................................................................................47
Selecting Values...................................................................................................................................................47
Selecting a Media Type .....................................................................................................................................47
Selecting a Circulation Status ...........................................................................................................................47
Selecting a Membership Policy.........................................................................................................................47
Selecting a Security Policy ................................................................................................................................48
Selecting a Functional Area...............................................................................................................................48

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IRM Desktop Client for Users Guide

Selecting Keywords ...........................................................................................................................................48

Select a Record Status ......................................................................................................................................48
Selecting a Record Type ....................................................................................................................................48
Selecting a Freeze Action..................................................................................................................................49
Selecting a Retention Schedule ........................................................................................................................49
Selecting a Standard..........................................................................................................................................49
Selecting a Transmittal Code ............................................................................................................................49
Selecting a User .................................................................................................................................................49
Selecting a Vendor.............................................................................................................................................49
Selecting a Vital Record Review Cycle..............................................................................................................50
Record Series .......................................................................................................................................................50
Selecting a Record Series..................................................................................................................................50
Creating a Record Series ...................................................................................................................................50
Modifying a Record Series ................................................................................................................................51
Record Categories ...............................................................................................................................................51
Selecting a Record Category .............................................................................................................................51
Modifying Record Category...............................................................................................................................51
Creating Record Categories ..............................................................................................................................51
Assigning Record Category Instructions..........................................................................................................52
Preventing New Record Folder Addition ..........................................................................................................52
Assigning Freeze Actions..................................................................................................................................53
SPM Policies ........................................................................................................................................................53
Boxes ....................................................................................................................................................................53
Selecting a Box...................................................................................................................................................54
Modifying Boxes ................................................................................................................................................54
Locations..............................................................................................................................................................55
Selecting a Location ..........................................................................................................................................55
View Checked Out Items ...................................................................................................................................55
Transfer Items....................................................................................................................................................55
View Audit History .............................................................................................................................................56
View Electronic Renditions of documents .........................................................................................................56
Copying information from a page or form in the Desktop Client......................................................................56

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IRM Desktop Client for Users Guide

Getting Started
IRM Desktop Client for Users enables you to view and manage your physical and electronic records. You can:

• Manage record folders.

• Generate labels and reports.
• Search and request record folders.

This document provides instructions for using IRM Desktop Client for Users. It is intended for records
creators, records consumers, and iManage DeskSite or iManage FileSite users who need access to records
in the iManage Records Manager library. For installation instructions, refer to iManage Records Manager
Administration Guide.

Terminology note
References in this guide to "Records Manager Server", "IRM Server", and "IRM Service" are equivalent. If you
are using or connecting to iManage Records Manager Service in the Cloud, such references are
interchangeable with "iManage Records Manager Service in the Cloud".

General usage notes

If you change your resolution or DPI, ensure to log out and log in to Windows once again. This ensures proper
scaling of the IRM client on your machine.

The functionality available in the IRM Desktop Client is dependent on how your account has been configured
by the system administrator. To ensure all functionality applicable to you is displayed and up-to-date in the
Desktop Client, it is recommended that you periodically restart the application. To do so, exit the application
(File > Exit) and then re-open and log back in.

Logging In
The login procedure to follow is dependent on whether you are connecting to an on-premises IRM Server, or
IRM Service in the Cloud. If you are unsure of which of these is applicable to you, contact your application
administrator for advice on how to proceed.

Please follow the link to the appropriate section, below:

• Logging in to connect to an on-premises IRM Server

• Logging in to connect to IRM Service in the Cloud

Logging in to connect to an on-premises IRM Server

The login procedure to follow when connecting to an on-premises IRM Server also depends on the type of
authentication in place:

• Standard Login
• SAML Login

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IRM Desktop Client for Users Guide

Standard Login
1. Perform a Windows search for "IRM Desktop Client" and select IRM Desktop Client for Users. The
Records Manager Login dialog box appears.
2. Enter your user name, password, name of the Records Manager cluster, and the domain name. (You
can obtain this information from your application administrator.)
3. Select the Use Trusted Login check box if you want to be connected using your network user
credentials. You do not need to enter a user name, password, or domain when this check box is
selected.

NOTE:

The Trusted Login functionality must be enabled on the (on-premises) Records Manager server to
connect using this method.

4. To suppress the Login dialog box after successfully connecting to the Records Manager cluster, select
the Automatically connect to cluster on startup check box. The login credentials you entered are
automatically sent to the Records Manager cluster on future login attempts.
If the login fails, the dialog box appears for you to re-enter the information manually.

NOTE:

To disable the automatic connection functionality, hold down the Shift key while starting the
application.

5. Click OK.
You remain connected to the Records Manager cluster until you close the application. To close the
application, from the File menu, select Exit.

SAML Login

iManage Records Manager supports Secure Assertion Markup Language (SAML) for authentication. To login
using SAML:

1. Perform a Windows search for "IRM Desktop Client" and select IRM Desktop Client for Users. The
Records Manager Login dialog box appears.
2. In the Records Manager login dialog box, select SAML Login.
3. Enter the authorization server name, the connection port, and the name of the Records manager
cluster. (You can obtain this information from your system administrator.)
4. To suppress the Login dialog box after successfully connecting to the Records Manager cluster, select
the Automatically connect to cluster on startup check box. The login credentials you entered are
automatically sent to the Records Manager cluster. If the login fails, the dialog box opens for you to re-
enter the information manually.
5. Click OK.
a. If the Identity Provider login screen appears, proceed to Step 6 below.
b. If the Identity Provider login screen does not appear:
i. Close the IRM Desktop Client.
ii. Open the WOMDotNet.dll.config file, (which should be located in the ...
\<username>\AppData\Roaming\iManage\RecordsManager folder - if not, please see note
below)

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IRM Desktop Client for Users Guide

NOTE:

If the WOMDotNet.dll.config file is located in the installation folder and not in the ...
\<username>\AppData\Roaming\iManage\RecordsManager folder, it should be copied into
the ...\<username>\AppData\Roaming\iManage\RecordsManager folder as part of the
Desktop Client upgrade. See Pre-Upgrade check: preservation of settings in iManage Records
Manager Upgrade Guide for further information.

iii. Adjust the following values (as applicable):

• <add key="interwoven.recordsmanager.controls.LoginPageDetectionThreshold"
value="1"/>
• <add key="interwoven.recordsmanager.controls.LoginPageDetectionTerms" value="login"/>
as described:

<!-- SAML login shows a browser to prompt for your IDP credentials.
This setting determines how easily the browser appears.
Values are 0, 1, or 2.
0 - Will appear any time a web page finishes loading. Will result in
the browser flashing up briefly if it navigates through intermediate pages
before the final login page.
Useful for debugging, if the login page never appears.
1 - Same as 2, plus if the page text contains any of the terms
LoginPageDetectionTerms.
Useful if your IDP uses an iFrame to display the actual login
fields.
2 - Will only appear if the web page contains any visible html input
fields. Suitable for ADFS. -->
<add
key="interwoven.recordsmanager.controls.LoginPageDetectionThreshold"
value="1"/>
<!-- Terms used for LoginPageDetectionThreshold setting 1. Comma-
delimited and case-insensitive. -->
<add key="interwoven.recordsmanager.controls.LoginPageDetectionTerms"
value="login"/>

iv. Save the updated WOMDotNet.dll.config file.

v. Restart the IRM Desktop Client.
vi. Repeat Steps 2 to 4 (above).
vii. If the Identity Provider login screen still does not appear:
1. Open the WOMDotNet.dll.config file.
2. Adjust the setting below as follows:

<add key="interwoven.recordsmanager.controls.ShowBrowserAlways"
value="true">

This ensures that the browser window appears open throughout the login process, enabling
easier diagnosis of any issues.
3. Save the updated WOMDotNet.dll.config file.
4. Restart the IRM Desktop Client.

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IRM Desktop Client for Users Guide

5. After using the browser to diagnose the issues, reset the value in the WOMDotNet.dll.config
file as follows:

<add key="interwoven.recordsmanager.controls.ShowBrowserAlways"
value="false">

6. Save the updated WOMDotNet.dll.config file.

7. Restart the IRM Desktop Client.
6. Enter your Identity Provider login credentials and click Sign in.

Logging in to connect to IRM Service in the Cloud

The login procedure to follow when connecting to IRM Service in the Cloud also depends on the type of
authentication in place:

• Standard Login
• SAML Login

Standard Login
1. Perform a Windows search for "IRM Desktop Client" and select IRM Desktop Client for Records
Managers. The Records Manager Login dialog box appears.
2. Enter your user name, password, name of the Records Manager cluster, and the domain name, as
outlined below. (You can obtain this information from your system administrator.)
a. For User Name, provide the ID of the intended IRM account.
b. For Password, provide the IRM password associated with the account.
c. For Cluster, provide the IRM cluster name.
• For example:
companyname-cms.imanage.work
d. For Domain, provide the Domain profile of the intended IRM account. As Domain is not a required
attribute when creating accounts into IRM, the field may be left blank if not relevant. (To assess this,
you can check the Domain value set for the account, using IRM Library Manager.)

NOTE:

Ensure that the typed value matches the exact Domain profile set for the IRM account. For
example, an input domain value of companyname would not be evaluated as a match for
companyname.com.

3. Select the Use Trusted Login check box if you want to be connected using your network user
credentials. You do not need to enter a user name, password, or domain when this check box is
selected.

NOTE:

The Trusted Login functionality must be enabled on the (on-premises) Records Manager server to
connect using this method.

4. To suppress the Login dialog box after successfully connecting to the Records Manager cluster, select
the Automatically connect to cluster on startup check box. The login credentials you entered are

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IRM Desktop Client for Users Guide

automatically sent to the Records Manager cluster on future login attempts.

If the login fails, the dialog box appears for you to re-enter the information manually.

NOTE:

To disable the automatic connection functionality, hold down the Shift key while starting the
application.

5. Click OK.
You remain connected to the Records Manager cluster until you close the application. To close the
application, from the File menu, select Exit.

SAML Login

iManage Records Manager supports Secure Assertion Markup Language (SAML) for authentication. To login
using SAML:

1. Perform a Windows search for "IRM Desktop Client" and select IRM Desktop Client for Records
Managers. The Records Manager Login dialog box appears.
2. In the Records Manager login dialog box, select SAML Login.
3. Enter the authorization server name, the connection port, and the name of the Records manager
cluster. You can obtain this information from your system administrator.
4. To suppress the Login dialog box after successfully connecting to the Records Manager cluster, select
the Automatically connect to cluster on startup check box. The login credentials you entered are
automatically sent to the Records Manager cluster. If the login fails, the dialog box opens for you to re-
enter the information manually.
5. Click OK. The Identity Provider login screen appears.

NOTE:

If the Identity Provider screen does not appear, please contact your application administrator for
further assistance.

6. Enter your Identity Provider login credentials and click Sign in.

Changing Your Password

1. Select iManage Software > iManage Records Manager. The iManage Records Manager login dialog
box appears.
2. Click Change Password, enter the following information:
• User Name
• Old Password
• New Password
• Confirm New Password
• Domain
• Cluster
3. Click OK.

NOTE:

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IRM Desktop Client for Users Guide

You may receive an error message if your password does not meet the complexity requirements
set by your organization. If this occurs, enter a password which meets the complexity requirements
set out in the error message.

Connecting from iManage Work

1. In iManage FileSite or iManage DeskSite, browse to the workspace where you want to search for
records.
2. Right-click the workspace, and select Search Records.
Alternatively, from the Search menu, select Search Records.
The iManage Records Manager login dialog box appears.
3. Continue with Log In.

Exploring The Interface

The IRM Desktop Client for Users interface simplifies the task of managing records through a dashboard.
The following major areas are displayed in the interface.

Navigation Pane
The Navigation pane provides centralized navigation and access to the Records Dashboard.

Search Bar
The Search bar provides the ability to perform text searches and criteria-based searches directly from the
main interface.

List Pane
The List pane displays elements of the file plan and the results of searches performed in the application.

When browsing the file plan, the List pane displays items in a hierarchical “tree-like structure”, which enables
you to see how individual records are organized within their parent containers. A plus sign (+) next to an item
indicates that there are sub-items within it. When you click the node to expand it, the plus sign changes to a
minus sign (–).

To view the contents of an item, from the File menu, press Enter. Alternatively, double-click an item to view
its contents. In some cases, double-clicking an item opens the Edit dialog box to modify its properties.

Properties of items in the list pane are displayed in columns. Sorting is enabled for most property types. To
sort by a column, select the column heading. Property columns can be added or removed. See Customizing
properties directly from List view.

When a list of record categories or record folders are displayed in the List pane, you can use the Print
Report or Print Selected buttons, to print a report of the entire list or selected items from the list.
Tabbed browsing enables you to drill down the file plan, and, easily return to where you began.
Press Ctrl+T to view the contents of a selected item in a separate tab. Each tab displays its own breadcrumb
at the top of the List pane. Press Ctrl+Shift+T to close the tab.

Preview Pane
The Preview pane is divided into tabs that display information about the item selected in the List pane. The
tabs available depend on the item selected in the List pane.

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IRM Desktop Client for Users Guide

Report View
Displays the report generated in the application. It also provides options to print, save, export, and mail
reports.

Records - Dashboard
The Records tab in the Navigation pane provides access to the Records dashboard, which consists of the
following panes:

Browse Pane
The Browse pane provides quick access to the file plan, and, the requested and checked-out records lists.
When you select an element in the Browse pane, the List pane updates to show the contents of the element.

Record Activities Pane

The Record Activities pane enables you to perform tasks such as generating reports, printing record folder
labels, and, performing advanced record folder and record category searches.

Searches and Reports Pane

The Searches and Reports pane contains nodes of searches performed and reports generated in the
application. When you expand the nodes, the List pane updates to show the contents of the node.

Customizing the View

1. From the View menu, select Customize View. The Customize View dialog box appears.
2. From the drop-down menu, select the item whose list you want to edit. For example, to change the
properties shown when browsing locations, select Location.
• Add a property. From the Available fields list, select a property. (You can select multiple properties
using the Shift and Ctrl keys.) Click Add.
• Remove a property. From the Selected fields list, select a property. (You can select multiple properties
using the Shift and Ctrl keys.) Click Remove.
• Change the property order. Select the field you want to move from the Selected fields list, then
click Move Up or Move Down to change the order of the field.
• To change the properties shown in the Look Up dialog box of the item, select the Criteria look up check
box, and follow the same procedure to add a property, change a property order, or remove a property.
• From the Sort items by list, select a property and choose whether to sort it in the ascending or
descending order. For example, to sort the Name column in the ascending order, select Name and
choose Ascending.
• Click OK to save and see your changes.

You can customize the column headings displayed for lists of items, by adding or removing properties. You
can also determine the order to display the column headings, as well as the sort order within each column.

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IRM Desktop Client for Users Guide

Customizing properties directly from List view

You can also add or remove properties as column headings directly from the List pane. Right-click the list
header, and select or clear the properties listed in the shortcut menu.

Customizing Record Folder Properties View

1. From the View menu, select Choose Fields
The Customize View dialog box appears.
2. From the Select from list drop-down menu, select Record Folder Details. The properties are
alphabetically listed by default.
• Add a property. From the Available fields list, select a property. (You can select multiple properties
using the Shift and Ctrl keys.) Click Add. This adds a new property to the Selected fields list.
• Change the property order. Select the field you want to move from the Selected fields list, then
click Move Up or Move Down to change the order of the field.
• Remove a property. From the Selected fields list, select a property. You can select multiple
properties using the Shift and Ctrl keys. Click Remove.
3. Click OK.
4. To see your changes, search or browse for a record folder, and select it. The customized properties
view is displayed in the Preview pane.

NOTE:

You can customize the properties view only for record folders. For other items, the properties are
alphabetically sorted and not customizable.

NOTE:

The properties that are available to display are limited by those configured in Application Designer.
Refer to iManage Records Manager Application Designer User Guide.

Setting User Options and User Language

You can define the following user preferences:

• Displaying Items
• Changing Login Settings
• Setting Display Options
• Set Color Options
• Setting Report Options
• Setting Record Folder Properties for Duplication
• Set Language Options
• Setting language by Windows locale (default)
• Setting language from the Tools menu

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IRM Desktop Client for Users Guide

Displaying Items
1. From the Tools menu, select Options.
The Options dialog box appears.
2. In the Browse items to return box, enter or select a value to limit the number of items displayed in the
List pane when browsing or searching.
3. Click OK.

Changing Login Settings

1. From the Tools menu, select Options.
The Options dialog box appears.
2. In the Categories pane, select Login.
3. If you want to be connected using your network credentials, select the Trusted Login check box.
You do not need to enter a user name, password, or domain when this check box is selected.
4. To update your password, click Change Password. See Changing Your Password.
5. To update your user name, domain, and cluster information, enter new values.
The next time you log in, this information is automatically entered in the Records Manager Login dialog
box.
6. To suppress the Login dialog box after successfully connecting to the Records Manager cluster, select
the Auto Connect check box.
The login credentials you entered are automatically sent to the Records Manager cluster.
7. Click OK.

Setting Display Options

1. From the Tools menu, select Options.
The Options dialog box appears.
2. In the Categories pane, select Navigation.
3. Specify the font and color for search result hits and non-hits, to differentiate when displayed in a list.
4. Click OK.

Set Color Options

1. From the Tools menu, select Options.
The Options dialog box appears.
2. In the Categories pane, select Color.

3. Click and select the default background color for fields and locked fields in a dialog box.
You can also select background colors for the odd and even rows of a list.
4. Click OK.

Setting Report Options

For more information on setting report formats, see Setting Report Hot Links.

Setting Record Folder Properties for Duplication

1. From the Tools menu, select Options.
The Options dialog box appears.

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IRM Desktop Client for Users Guide

2. In the Categories pane, select Fields for Duplication.

The record folder properties available for duplication are listed. Properties that are not listed cannot be
duplicated. Certain properties are selected by default.

NOTE:

The properties available for duplication are derived from those configured in the Application
Designer. For more information, refer to iManage Records Manager Application Designer User
Guide.

3. Select or clear the check boxes against the properties.

Properties that are selected are copied when creating the duplicate record folder.
4. Click OK.

Set Language Options

Setting language by Windows locale (default)

The default setting in the language setting in IRM Desktop Client for Users is "Windows default". Provided
this setting is not changed, if a language corresponding to your locale has been added to IRM, it becomes
available when you specify your locale in Windows locale settings.

If you have previously used IRM Desktop Client, and are switching language, perform the following additional
steps to ensure that all column headers are displayed in the selected language:

1. Close IRM Desktop Client for Users.

2. Navigate to %APPDATA%\iManage\RecordsManager\settings.xml
a. To retain existing user preferences, such as how many rows to display per page:
i. Remove the <lists>...</lists> content in the file.
ii. Save the file.
Alternatively,
b. Delete the file. Existing user preferences will be lost, but any that are subsequently set will be
retained.
3. Restart IRM Desktop Client for Users.

Setting language from the Tools menu

1. From the Tools menu, select Options.
The Options dialog box appears.
2. In the Categories pane, select Languages.
Select one of the following options by clicking on the corresponding radio button:
a. Windows default (<Selected Windows language>)
• This is the default setting and displays the selected Windows language in place of <Selected
Windows language>. See Setting language by Windows locale (default).
b. IRM trustee setting (<Specified trustee language>)
• This is available for selection if a trustee language has been set. In such case, the trustee
language is displayed in parentheses, in place of <Specified trustee language> above.
c. Custom language
• Select a custom language from the dropdown menu.

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• While languages are pre-populated in the dropdown, only localized (custom language) content
that has been configured by or for your organization, will be available for display in the Desktop
Client.
For detailed information on how to localize content for use in the Desktop Client, see the section
Using captions to present localized content in client applications in iManage Records Manager
Application Designer User Guide.

NOTE:

To ensure that the language selection is successful, the server must be configured to use the
appropriate locale and language. For more information see Configure the server locale in
iManage Records Manager Administration Guide.

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Managing Record Folders

A record folder is an elemental component of the file plan. It is the only element of the file plan that can be
scheduled using a retention policy. It represents a record container within a record category, which can
contain other record folders. Record folders are categorized by their media type (jacket, insert, document,
and so on).

Creating Record Folders

1. On the File menu, click New > Record Folder.
The New Record Folder dialog box appears. You must have the privilege Create Non-Templated
Record Folder to create a record folder that is not based on a template. You may only have rights to
create a new record folder based on an existing template. See Create Record Folders From Templates.
2. The File Selection section enables you to select where to create the new record folder.

• Record Series. Enter or click and select the record series.

• Record Category. Enter or click and select the record category.

• Record Folder. Enter the name or scan the bar code of the parent record folder. You can also
click Browse Files to search for the record folder.
Your selections appear in the Alternative Selections section. Use the links to browse the file plan
and change your selections. In this way, after adding a series of inserts into a jacket, you can browse
to a higher level and create a jacket, and add inserts into it.
3. Complete the following fields:
• Record Folder ID. Enter a unique code to identify this record folder. If you do not enter an ID for this
record folder, the application automatically generates one.
• Name. Enter a name for this record folder.
• Description. Enter a short description for this record folder.
• Media type. Select the type of record folder, such as a jacket, insert, and so on.

• Security policy. Click and select the appropriate security policy for this record folder.

• Record type. Click and select the record type for this record folder.

• Retention schedule. Click and select an available schedule for this record folder.
The application applies a default schedule based on the schedule of the parent.
• Retention start date. Select the date to start the retention schedule.

• Office/Department. Click and select the location or group most responsible for this record
folder.

• Responsible user. Click and select the user that has control over this record folder.

• Home location. Click and select the location where this record folder is stored when not in
circulation.

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NOTE:

Based on the settings configured by your application administrator, the Office/Department,

Responsible user and Home location fields may be filled with default values. You can manually
override these default values. For more information, contact your application administrator.

• Vital record. If the record folder requires periodic review, select this check box. You need to specify a
review cycle, which is effective from the last reviewed date of the record folder.

Click and select from the following:

• Weekly. The record folder is reviewed every week.
• Monthly. The record folder is reviewed every month.
• Quarterly. The record folder is reviewed every calendar quarter.
• Semi-Annually. The record folder is reviewed twice in a calendar year.
• Annually. The record folder is reviewed once in a calendar year.

NOTE:

Records added to this record folder retain the same record review cycle.

• Open date. Select a date when this record folder can be opened or created. This date is used for
calculating retention events.
• Close date. Select a date when this record folder can be closed. This date is used for calculating
retention events.
• Comments. Enter any notes or comments about this record folder.
• To create a batch of record folders simultaneously, enter the number of record folders in the Number of
records to create field. This enables you to create any number of new record folders with the same
properties (metadata).
You can only create as many record folders as the record folder ID format (in terms of number of
characters) entered.
For example, if you enter the ID for the first record folder as IM_99, and specify two record folders to
create, a message appears indicating that the number of records is not within the range of the
specified format. This is because the second record folder gets an ID IM_100, which does not match
the record folder ID format (in terms of number of characters).
Alternatively, to create the record folders without closing the New Record Folder dialog box, click Save
and New. This enables you to create additional record folders without opening the New Record Folder
dialog box again.
• Click OK.

Creating Record Folders from Templates

1. On the File menu, click New > Record Folder Using Template.
The New Record Folder from Template dialog box appears.
2. The File Selection section enables you to select where to create the new record folder.

• Record Series. Enter or click and select the record series.

• Record Category. Enter or click and select the record category.

• Record Folder. Enter the name or scan the bar code of the parent record folder. You can also
click Browse Files to search for the record folder.

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Your selections appear in the Alternative Selections section. Use the links to browse the file plan and
change the selections. In this way, after adding a series of inserts into a jacket, you can browse to a
higher level and create a jacket, and add inserts into it.
If there are templates which match the Functional Area of this record category, the matching templates
are displayed in the table at the top of the dialog box.
If no valid templates exists for this record category, in the Select a template from standard field, click

and select another standard. Click OK to return to the New Record Folder from Template dialog
box.
3. From the table, select the template to use.Complete the following fields:
• Name. Enter a name for this record folder. The template controls the naming of the record folder.
This field may be configured to allow you to change the name, append a name, or it may prevent you
from changing the record folder name.
• Description. Enter any useful information about this record folder. The description provided in the
template appears in this field by default.

• Office/Department. Click and select the location or group most responsible for this record
folder.

• Responsible user. Click and select the user that has control over this record folder.

• Home location. Click and select the location where this record folder is stored when not in
circulation.
• ID (override). Enter a unique code to identify this record folder, or accept the default ID created by
the template.
4. To create a batch of record folders simultaneously, enter the number of record folders in the Number of
items to create field. This enables you to create any number of new record folders with the same
properties (metadata).
You can only create as many record folders as the record folder ID format (in terms of number of
characters) entered.
For example, if you enter the ID for the first record folder as IM_99, and specify two record folders to
create, a message appears indicating that the number of records is not within the range of the
specified format. This is because the second record folder gets an ID IM_100, which does not match
the record folder ID format (in terms of number of characters).
Alternatively, to create the record folders without closing the New Record Folder from Template dialog
box, click Save and New. This enables you to create additional record folders without opening the New
Record Folder from Template dialog box again.

NOTE:

Based on the settings configured by your application administrator, the Office/Department,

Responsible user and Home location fields may be filled with default values. You can manually
override these default values. For more information, contact your application administrator.

5. Click OK.

Duplicating Record Folders

The application enables you to duplicate the properties (metadata) of existing record folders to create new
volumes. This results in faster data entry as it leverages existing data, and hence avoids duplication of effort.

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During record folder creation, in the New Record Folder or New Record Folder from Template dialog box, the
properties are duplicated based on the precedence outlined in Precedence for Duplicating Record Folder
Properties.

You can also choose the properties to copy when creating the duplicate record folder.

To duplicate the properties of an existing record folder

1. Search or browse for the record folder you want to duplicate.

2. Right-click the record folder, and select Duplicate Record folder. Alternatively, from the Actions menu,
choose Duplicate Record folder. The New Record Folder dialog box appears with fields prepopulated
based on the precedence outlined in Precedence for Duplicating Record Folder Properties.

NOTE:

If the record folder to duplicate is created from a template, the New Record Folder from Template
dialog box appears.

3. Use the File Selection section to browse and select where to duplicate the record folder.
4. If necessary, modify the information in any of the available fields. See Creating Record Folders.
5. To create a batch of duplicates of the record folder, enter the number of record folders in the Number
of records to create field. Alternatively, to duplicate the record folder without closing the New Record
Folder dialog box, click Save and New. This enables you to create additional duplicates of the record
folder without opening the New Record Folder dialog box again.
6. Click OK.

Precedence for Duplicating Record Folder Properties

When a record folder is duplicated from another record folder, the application inherits record folder
properties in the following order. If a valid value is found in one of the following sources, that value is used. If
no value is found, the next source is checked for a valid value.

1. User Locked Field. The properties previously locked on the New Record Folder or New Record Folder
from Template dialog box.
2. Source record folder. The properties of the record folder that is being duplicated.
3. Parent record folder Template. The properties specified in the template of the parent record folder
(that is, the record folder in which the duplicate is created in).
4. Parent record folder. The properties of the record folder in which the duplicate is created in.

NOTE:

In all the above cases, you can manually override the inherited properties.

Modifying Record Folders

1. Search or browse for the record folder.
2. Right-click the record folder, and select Properties.
The Edit Record Folder dialog box appears.
3. Modify the information in any of the available fields.
For descriptions of these fields, see Creating Record Folders.
4. Click OK.

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NOTE:

To maintain consistency and accuracy of information entered, the application enables you to
reprint labels of modified record folders. See Reprinting Modified Item Labels.

Processing Triggers
Trigger processing is used to manually update the Retention Start Date (or other configured date) and record
status in order to jump-start a retention schedule. For example, a contract may remain in the active state
until the Contract Execution trigger puts it into the Executed state, moving it on to the next step in the
retention schedule.

NOTE:
You must have the Process Trigger Events privilege to perform this action.

Rules for Processing Triggers

• A trigger can be processed only on record folders, and not boxes.
• No search is required to find eligible record folders.
• record folders do not require a prerequisite status to be eligible for trigger processing.
• A trigger cannot be used to destroy record folders.
• A trigger can be processed at any time as it is based on an external action.
• A trigger must have a trigger date, a defined date property, such as the Retention Start Date, which is
updated when processing occurs.

To process a trigger on a record folder:

1. Search or browse for the record folder.

2. Right-click the record folder, and select Process Triggers.
The Trigger Processing dialog box appears.
3. Choose if you want to process the trigger only on the selected items, or all items found in the search
performed in step 1.

4. In the Selected Trigger field, click and select one of the available triggers.
5. In the Effective Date field, select the date to set the trigger.
6. Click Process. The results appear in the Results pane of the dialog box.
7. Click Close.

NOTE:

Each time a trigger is processed, an entry is added to the audit history for the item it is processed
on.

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Relating the Record Folders

You can create two-way relationships between record folders. Relating helps to organize and group record
folders so that they can be easily retrieved. For example, you can create a relationship between a contract
and its covering letter.

1. Search or browse for the record folder, and select it. This record folder can be referred as the “source”.
2. From the Actions menu, choose New Relationship.
The New Relationship dialog box appears.

3. In the File to Link field, click and select the record folder that relates to the source. This record
folder can be referred to as the “target”.
4. In the Link Type field, select the relationship type:

NOTE:

Relationships between record folders are reciprocal in nature. For example, if the source is related
to the target by the Superseding link,then the target is automatically related to the source by the
Superseded link.

• Superseded by. The source is replaced by the target as the more current record.
• Supersedes. The source replaces the target as the more current record.
• Cross-Reference. The target and source are linked as cross-references.
• Supporting Document. The source is the supporting document to the target.
• Supported Document. The target is the supporting document to the source.
• Electronic Rendition. The target is the electronic rendition of the supporting document.

NOTE:

For Electronic Renditions to function correctly, configuration must be applied by the system
administrator. See Configure IRM for Electronic Renditions in the iManage Records Manager
Administration Guide for more information.

• Click OK.
a. The Related Records dialog box appears listing the related file parts.
b. If Electronic Rendition has been selected as the Link Type, complete the following fields:
i. Link to document in iManage Work (insert the iManage link to to the document).
ii. Friendly name (optional field).
• Click Close.

Viewing Related Records

1. Search or browse for the record folder, and select it.
2. From the Actions menu, choose Related Records.
The Related Records dialog box appears listing the related record folders.
3. You can select a record folder from this list and perform the following actions:
• New. Opens the New Relationship dialog box to create a relationship.
• Go To. Navigates to the record folder and opens it.
• Remove. Cancels the relationship between the record folders.

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• Click Close.

Viewing Electronic Renditions

Electronic renditions can also be related to file parts. To view these, see Viewing Electronic Renditions of
documents.

Media Type

Media types describe the containment rules that govern how standards and folders are organized. Media
types define the name, icon, and containment rules for various objects in the system.
The following media types are provided by default:

Media Types Valid Sub-items

Large Box Jacket

Small Box Jacket

Jacket Insert or Document

Insert Document

Document No valid sub-items

iManage Work Workspace iManage Work Folder

iManage Work Folder iManage Work Record

iManage Work Record No valid sub-item

Additional media types and valid sub-items can be added or modified by your application administrator.

Viewing Electronic Renditions of documents

Electronic Renditions can be viewed for documents with such relationship/attribute.

1. In the file plan, right click on the row of a document with a blue icon in the Attribute column. This icon
indicates that an electronic rendition is available.
2. Select View Electronic Rendition.
a. If there is one electronic rendition, the rendition opens directly.
b. If there is more than one electronic rendition associated with that document, the related records
pane opens, from where the required rendition can be selected.

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Reports
The application provides a set of reports and report formats to collect information from the Records
Manager system. The table lists the available report formats.

Report Formats

Report Category Report Name Description

Files File Plan Summary Report Lists matching record folders grouped
according to their record folder containment
within the file plan.

Document Index Report Lists the contents of a document binder, such as

a "Closing Bible" or "Pleadings Index". The binder
must exist at level 1, and the documents at level
2, below the record category (customizable
within the report).

record folder Statistics Lists counts of activities on record folders by

user, for a given date range.

Series Summary Report Lists matching record series.

Series/Category Summary Lists matching categories, grouped by series.

Report

Labels Record folder Labels A sample set of record folder labels, aimed at
jackets and inserts. This report is organized in
container order, with a jacket followed by all of
its inserts. It is limited to items of a Media Type
of jackets and inserts.

Box Labels A sample box label, aimed at printing simple box

ID labels appropriate for offsite filing.

Boxes Box Detail Report A listing of matching boxes, along with all of
their record folder contents listed in
containment (hierarchical) order.

Box Statistics Lists counts of activities on boxes by user, for a

given date range.

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Generating Reports
1. In the toolbar, click New Report.
The New Report dialog box appears. A list of categories available to you appears in the Category list.
2. From the Category list, select a category.
A list of report formats available to the selected category appears in the Formats list.
3. From the Formats list, choose a report format to select how information should be displayed in the
report.
The grouping associated with the selected format is displayed below the Formats list.
4. From the Sort by list, select a sort order for the report.
5. To limit the scope of the report, click Set Report Criteria.
The criteria available are unique to the type of report you generate.
6. To print a representation of the report criteria in the report header, select the Print criteria check box.
7. To save this report in the Saved Reports node:
1. Select the Save this report as check box.
2. In the Name field, enter a name for this saved report.
• Click OK.
The report is generated and appears in the Report View.

Changing Report Sort Order

You can change the sort order of an existing report, and generate a new report based on the changed sort
order, provided the report supports multiple sort orders. This new report uses the same criteria and format
as the existing report.

1. From the Recent Reports node, right-click the report for which you want to change the sort order.
2. Select Change Sort Order.
The New Report dialog box appears.
3. From the Sort by list, select a different sort order for the report.
The other fields in the dialog box are disabled, because you cannot modify report criteria and formats
of a generated report.
4. Click OK.
The report is generated and appears in the Report View.

Saving Reports
Reports that are used often can be saved, enabling you to quickly regenerate the report at any time using the
same criteria and format. After you save a report, it is displayed in the Saved Reports node in the Searches
and Reports pane.

1. After generating a report, with the report displayed in the Report View, from the File menu, choose Save
As.
The New Report dialog box appears.
2. Enter a name for the report and click OK.
A saved report is created in the Saved Reports node.

Working with Saved Reports

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• To regenerate a saved report, right-click the report, and select Refresh Report. You can also generate
the report by selecting it, and pressing F5.
• To modify a saved report, right-click the report, and select Edit Report Criteria. The New Report dialog
box appears. Click Set Report Criteria. The relevant search dialog box appears to enter additional
criteria.
• To rename a saved report, right-click the report, and select Rename Report. Enter the new name of the
report.
• To delete a saved report, right-click the report, and select Delete Item. In the confirmation message,
click Yes.

Printing Reports
1. Generate the report.
2. From the Report View toolbar, click Print. Alternatively, from the File menu, select Print.
The Print dialog box appears.
3. Select a printer, and verify the printer settings.
4. Click OK.

Exporting Reports
1. Generate the report.
2. From the File menu, select Export.
The Export Report To dialog box appears.
3. Select a location to save the file.
4. In the File name field, enter a name for this file.
5. From the Save as type field, select one of the available file types:
• PDF
• RTF
• XML
• Microsoft Excel
6. Click Save.

Mailing Reports
1. Generate the report.
2. From the File menu, select Email.
The Email Report dialog box appears.
3. In the FileName field, enter a name for the attachment.
The attachment is named according to the type of report and includes relevant criteria within brackets.
4. From the Format list, select a format for the attachment:
• PDF
• RTF
• XML
• XML Layout
• Excel

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5. Click OK.
An untitled email message with the report information included as an attachment opens.

NOTE:

If there is no email program associated to perform this action, please contact your Administrator to
install an email program.

Setting Report Hot Links

Report hot links are shortcuts that need to be predefined with report formats. It enables you to quickly
generate commonly used reports.

1. From the Tools menu, select Options.

The Options dialog box appears.
2. In the Categories pane, select Report.
3. In the Settings pane, assign a report format for each report hot link:
• File plan summary report. The selected format is used as the default format for printing a record folder
report using the Print Report or Print Selected buttons in the List pane.
• File label format. The selected format is used as the default format for printing record folder labels.
• Pickup report: The selected format is used as the default format for printing pick up requests.
• Click OK.

Generating Quick Reports

1. Browse to any items in the file plan.
2. From the View menu, select Quick Report.
The report is generated and appears in the Report View.
3. To run this report again, select it from the Recent Reports node.

NOTE:

Quick Reports include only the items shown in the List pane. Use the As Reports option in the View
menu, if there are more items to be displayed on one screen.

Generating File Plan Summary Reports

Record Folders:

1. Search or browse for the record folder(s).

2. Right-click the record folder(s), and select File Plan Summary Report.
A report is generated and appears in the Report View.
3. To run this report again, select it from the Recent Reports node.

Record category:

1. Search or browse for the record category.

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2. Right-click the record category, and select File Plan Summary Report.
A report is generated and appears in the Report View.
3. To run this report again, select it from the Recent Reports node.

NOTE:

Ensure that File Plan Summary is predefined as the default format. See Setting Report Hot Links.

Generating Document Index Reports

1. Search or browse for the record folder(s).
2. Right-click the record folder(s), and select Document Index Report.
A report is generated and appears in the Report View.
3. To run this report again, select it from the Recent Reports node.

Use this procedure to generate a Document Index report for a document binder, such as a Closing Bible or
Pleadings Index.

Generating Search Result Reports

1. From the View menu, select As Report.
The New Report dialog box appears with the category and report criteria predefined, based on the
criteria of your search.
2. From the Formats list, choose a report format to select how information should be displayed in the
report.
The grouping associated with the selected format is displayed below the Formats list.
3. From the Sort by list, select a sort order for the report.
4. To print a representation of the report criteria in the report header, select the Print criteria check box.
5. To save this report in the Saved Reports node:
1. Select the Save this report as check box.
2. In the Name field, enter a name for this saved report.
• Click OK.
The report is generated and appears in the Report View.

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Labels
Labels with barcodes are printed and affixed to physical records to identify them. These labels help tracking
records circulating within the organization.

The Desktop Label Printing application is integrated with IRM Desktop Client for Users to provide a common
interface to preview, print and reprint labels of record folders.

Viewing New Labels

After creating record folders, they are due for label printing and circulation. In the Record Activities pane, File
Labels changes to File Labels (Pending Items), and the icon changes from to .

Continue with Printing File Labels.

Printing File Labels

1. In the Record Activities pane, click File Labels. The Desktop Label Printing interface appears displaying
a list of record folders that are due for label printing.
2. If you want to check out the record folder after label printing, select the Check out to check box:
Myself. To check out the record folder to yourself.

Other User. To check out the record folder to another user, click and select a user.

NOTE:

If the user does not have a default delivery location assigned, the application does not perform a
checkout during label printing. For information on assigning a delivery location to a user, contact
your administrator.

3. Click Print Report, or in the Record Activities pane, click File Label Report.
Alternatively, select specific record folders, and click Print Selected.
If you are printing labels for the first time, the Select Label printer and Label report format dialog box
appears.
4. From the Printer settings list, select a printer to use as the default printer.
5. From the Select label report format list, choose a format to set how information should be displayed in
the label.
6. Click OK. The labels for the selected record folders are generated and appear in the Report View.
The Report View toolbar has the following buttons.
Report View Functions

Toolbar Button Description

Table of Contents - Enables the user to view all pages of a

report.

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Print - Opens a dialog box with commands and settings to

print the required report.

Find - Opens a dialog box that helps you to find content from
the selected report.

Single Page View - Displays a single page of the report in

the view pane.

Multiple Page View - Displays all pages of the report in the

view pane as thumbnails.

Continuous Scroll - Enables you to scroll through all pages

of the document.

Zoom Out and Zoom In - Decreases/increases the page size

in the view pane.

Page Width - Enables you to set the page width of the report.

Previous Page and Next Page - Enables you to navigate to

the required page of the report.

Backward and Forward - Enables you to move to the

previous and next page of the report.

Labels to Skip - Enables you to select the labels to be

excluded from the printed report.

7. From the Report View toolbar, click Print. The Print dialog box appears.
8. Select a printer and verify the printer settings.
9. Click OK.

NOTE:

On printing labels, the record folders move from the Pending Items list to the Printed Items list.

When label generation is in process, if you click Print Report or Print Selected, a message appears:
• Click Yes to cancel the current process, and schedule a new one.
• Click No to continue the current process.

Modifying Labels List

You can filter the Pending Items list by setting criteria on it to ensure, only those record folders that match
your criteria appear in the list.

1. In the Record Activities pane, click File Labels.

The Desktop Label Printing interface appears.

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2. Click the Configure link.

The Options dialog box appears.
3. From the Printer settings list, select a printer to use as the default printer.
4. From the Select label report format list, choose a format to set how information should be displayed in
the label.
The format predefined for record folder labels in Setting Report Hot Links is selected by default.
5. To export the label report information to a file, see Exporting Labels.
6. To filter the list by users, click Add users.
Use the Select User dialog box to select individual users.
7. Click OK when you are finished adding users.
8. To remove an existing user, select a user ID from the list, and click Remove users.

NOTE:

Only record folders created or last modified by the specified users appear in the Pending Items list.

9. To filter the list by locations, click Add locations.

Use the Find a Location dialog box to select locations.
10. Click OK when you are finished adding locations.
11. To remove an existing location, select a location from the list, and click Remove locations.

NOTE:

Record Folders that are in the specified location, including its child locations, are included in the
Pending Items list. The location does not have to be an exact match. For example, if Building A is
the Home Location and Office B is in Building A, then Office B is a match for Building A.

12. Click OK.

Reprinting Labels
1. In the Record Activities pane, click File Labels.
The Desktop Label Printing interface appears.
2. Click the Printed Items tab to view the Printed Items list.
3. Select record folders and click Print Selected.
The labels are generated and appear in the Report View.
4. From the Report View toolbar, click Print.
The Print dialog box appears.
5. Select a printer and verify the printer settings.
6. Click OK.

NOTE:

The Printed Items list retains only those record folders whose labels are printed in the current
session, it refreshes each time you close the application.

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Reprinting Modified Item Labels

To maintain accuracy and consistency between record folder properties (metadata) entered in the system,
and labels generated, the application enables you to reprint labels of record folders whose properties
(metadata) have been modified.

1. Modify a record folder according to the instructions in Modify Record Folders.

2. In the Record Activities pane, click File Labels. The Desktop Label Printing interface appears displaying
a list of record folders that are due for label printing. The recently modified record folders are also
displayed in this list.
3. Continue with Printing File Labels.

NOTE:

Contact your administrator for a list of properties which when modified require a label reprint.

Exporting Labels
You can export label information to a file in the XML format. This XML file can be used by an external label
printing application to print labels.

1. In the Record Activities pane, click File Labels.

The Desktop Label Printing interface appears.
2. Click the Configure link.
The Options dialog box appears.
3. Select the Export label data to option.

4. Click to display the Browse For Folder dialog box.

5. Select a location to save the file.

NOTE:

This location is saved and automatically selected the next time you export labels.

6. Click OK to close the Browse for Folder dialog box, and return to the Options dialog box.
7. Click OK to close the Options dialog box.
8. In the Record Activities pane, click File Labels.
9. Click Print Report. Alternatively, select record folders, and click Print Selected.
The Report Exported window appears in the lower right of the screen.

The label report information is saved as a file on your local system.

NOTE:

On exporting label information, the record folders move from the Pending Items list to the Printed
Items list.

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Marking Pending Labels

After creating record folders, they are ready for label printing and appear in the Pending Items list. If you do
not want to print labels for these record folders, you can remove them from the list by marking them as
printed. This ensures that labels are not printed by mistake.

1. In the Record Activities pane, click File Labels.

The Desktop Label Printing interface appears displaying a list of record folders created that are due for
label printing.
2. Select record folders, and click Mark as Printed.
The record folders move from the Pending Items list to the Printed Items list.

Adding Items to the Pending Labels List

Record Folders that were printed in previous sessions do not appear in the Printed Items list, because the list
refreshes each time you close the application. To easily reprint labels of such record folders, the application
enables you to add them to the Pending Items list from where they can be printed as usual.

1. Search or browse for the record folder(s), and select them.

2. From the Actions menu, choose Reprint File Label.

NOTE:

You must have Modify access to the record folder to perform this action.

3. In the Record Activities pane, click File Labels.

The Desktop Label Printing interface appears displaying a list of record folders that are due for label
printing. The recently queued record folders are also displayed in this list.
4. Continue with Printing File Labels.

Searching for Users

When generating a User Label report, you have the option to limit which users are included in the report:

1. Enter your search criteria in any of the available fields:

User ID. Enter the ID of the user.
Location. Specify the default location assigned to the user.
Create Date. Specify when the user was entered into the system.
Modified Date. Specify when the user profile was last modified.
2. Click OK to return to the New Report dialog box.
3. Click OK.

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Common Tasks
The following are commonly performed tasks in the Records Manager application:

• Search Items
• Text Searches
• Add Search Criteria
• Save Searches
• Customize Search Results
• Search - Syntax
• Advanced - Searches
• Searching Record Folders
• Searching Record Series
• Search Record Categories
• Search for Boxes
• Search for Record Folder Eligibility
• Searching for Cut Off Records
• Searching for Vital Review Records
• Searching Requests
• Search Audits Record Folders
• Request Items
• View Requested Items
• Cancel Requests
• Selecting Values
• Selecting a Media Type
• Selecting a Circulation Status
• Selecting a Membership Policy
• Selecting a Security Policy
• Selecting a Functional Area
• Selecting Keywords
• Select a Record Status
• Selecting a Record Type
• Selecting a Freeze Action
• Selecting a Retention Schedule
• Selecting a Standard
• Selecting a Transmittal Code
• Selecting a User
• Selecting a Vendor
• Selecting a Vital Record Review Cycle
• Record - Series
• Selecting a Record Series

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• Creating a Record Series

• Modifying a Record Series
• Record - Categories
• Selecting a Record Category
• Modifying Record Category
• Creating Record Categories
• Assigning Record Category Instructions
• Preventing New Record Folder Addition
• Assigning Freeze Actions
• SPM Policies
• Boxes
• Selecting a Box
• Modifying Boxes
• Locations
• Selecting a Location
• View Checked Out Items
• Transfer - Items
• View Audit History
• View Electronic Renditions of documents
• Copying information from a page or form in the Desktop Client

Search Items
The application provides extensive search capabilities to enable you to screen and sort through large
volumes of records.

Text Searches
Add Search Criteria
Advanced Searches
Save Searches
Search Syntax

Text Searches
Text searches locate file plan items based on the occurrence of search terms. You can enter the ID of the
item, or text contained in the name, description, or comments of it.

Records are critical assets that need to be stored for a certain period of time. Terminology, series names,
and key contacts can significantly change during this period, making it difficult to locate old records. A
thesaurus helps to relate the nomenclature used in old information with current information and ensures that
critical information is not overlooked due to change in nomenclature.

NOTE:
The thesaurus expansion feature is enabled by default when performing text searches. It can be disabled
by adding a prefix “=” to the search term.
For example, a text search on “iManage ” returns related terms, which appear in the Thesaurus
Expansion tab. But, a text search on “=iManage ” does not return any related terms.

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To perform a quick search for an item:

1. In the Search bar, type the word or phrase you want to find.
2. To specify a different scope for your search, click another scope button. Alternatively, use the following
keys to specify the scope:
3. Click Search.
The search results appear in the List pane.

NOTE:

The progress bar at the bottom of the pane indicates the status of the search. Click the Stop button
to cancel a search in progress.

4. In the Preview pane, click the Thesaurus Expansion tab to view terms that are related to the search
terms.
5. Continue with Customize Search Results.

Add Search Criteria

The application also enables you to perform a combination of a full-text and criteria-based search directly
from the Search bar. The AND operator is used to combine the criteria of both searches.

To enter additional search criteria when performing a full-text search:

1. Follow step 1 and step 2 of Text Searches.

2. To add a property as a search criterion, click . Alternatively, press Ctrl+Shift+Plus Sign. Default
properties that are exclusive to the item appear in the list below.
3. Select a property (metadata element) from the list, and specify a value.
4. Perform the following actions on this criterion, or continue with step 5:
• To lock this property as a global filter, click against it. It is now set as a global filter, and the icon
against it changes to .
• To unlock this property as a global filter, click against it. It is now not a global filter, and the icon
against it changes to .
• To remove this property as a search criterion, click against it.
• To continue adding additional properties, click against it.
• To unlock and remove all criteria, click against the Search button. Alternatively,
press Ctrl+Shift+Minus Sign.

NOTE:

Properties that are locked as global filters are used each time a search is performed where the
property is relevant as a criterion. For example, when performing a full-text search, if Office/
Department is locked as a global filter, items matching both the specified search terms, and the
locked Office/Department are found. Similarly, when browsing the file plan, only items matching
the locked Office/Department appear.

5. Click Search.
The search results appear in the List pane.
6. Continue with Customize Search Results.

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Save Searches
Searches that you perform frequently can be saved, allowing you to quickly repeat the search at any time
using the exact same criteria. Once you save a search, it is displayed under the Saved Searches node in the
Searches and Reports pane. The search is named and grouped according to the type of search and includes
any relevant criteria in brackets.

To save a search:

1. Perform the search, so that it appears in the Recent Searches node.

2. Right-click the search you want to save, and select Save Search Criteria.
The saved search moves from the Recent Searches node to the Saved Searches node. It remains there
until you manually delete it.

Working with Saved Searches

• To modify a saved search, right-click it, and select Edit Search. The relevant search dialog box appears
to enter additional criteria.
• To delete a saved search, right-click it, and select Delete Search. In the confirmation message,
click Yes.
• To rename a saved search, right-click it, and select Rename Search.

Customize Search Results

When search results are displayed in the List pane, you can perform the following actions:

• To view the contents of an item in a separate tab, press Ctrl+T. Alternatively, double-click on an item to
view its contents in a separate tab.
• To switch the display from a simple list to a grouped list, click Group Results in the toolbar.
• To display the shortcut menu, right-click the list header in the List pane.
• To expand or collapse all items displayed, choose Expand All Items or Collapse All Items.
• To add or remove a property as a column heading, select or clear it from the shortcut menu. Properties
that are marked currently display as column headings.
• To customize the font and color of matching and non-matching items in the search results, choose
Customize Navigation.

From the View menu, select Refresh, or press the F5 key to save and see your changes.

NOTE:
The options in the shortcut menu are only available on completed searches, and not on searches in
progress.

Search Syntax
Full-text search queries are made up of the search terms and operators.

• Terms are individual words, partial words, and phrases that you use to perform full-text searches.
• Operators enable you to combine search terms to restrict your search. The table below lists the
available operators.

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NOTE:

All operators must be entered in all UPPERCASE letters.

Search Operators

Search Description Example

Operator

"" The double quotation marks operator locates To find documents that contain the
documents that contain an exact word or phrase. phrase new york, enter:
It is used to perform a literal search. You can use
“new york”
double quotation marks with any of the other
operators described in this table. If you do not use quotation marks,
your results will include matches for
NOTE: new and york.

Stopwords are removed from queries using

quotes.

OR The OR operator finds documents that contain at To find documents with one or both
least one of the terms to which it is applied. This of the words red and green, enter:
is the default behavior if no explicit operator is
red OR green
entered between two terms.

AND The AND operator locates documents containing To find documents that contain the
both the terms on either side of it. words England and North, enter:

England AND North

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* The asterisk (*) is used as a wildcard operator to To find documents about

represent any number of alphanumeric automobiles, enter:
characters (including none).
auto*

NOTE: Matching documents include words

such as auto, automobile, and
When using the asterisk wildcard, try to
automotive, but also include
narrow the potential scope of the wildcard
autobiography, autocracy, and
entry as much as possible.
autograph. A more specific query
would be:
NOTE:
auto OR automo*
If you want a wildcard character to be
interpreted as text and not as a wildcard, Searching for *vert* would return
precede the character with a backslash (\). matches for the words convertible,
inverted, vertigo, and covert.

? The question mark (?) replaces any single b?rn would match the words born,
alphanumeric character. barn, or burn.

ph??e would match the words phone

NOTE:
and phase .
You can use more than one question mark
within a term.

NOTE:

If you want a wildcard character to be

interpreted as text and not as a wildcard,
precede the character with a backslash (\).

() Parentheses enable you to group terms to define document AND (cluster OR

a precedence. redundancy) would return
documents which contain document
and either cluster or redundancy .

Search for Word Variations with Stemming

When a full-text search is performed, Records Manager stems the search terms, and finds words that have
the same stem. For example, a search for jumped will return results including jump and jumping. Stemming is
enabled by default.

Advanced Searches
To enter additional search criteria (such as Media Type, Retention Schedule, Created Date and so on), in the
toolbar, click Advanced Search. The application opens the relevant search dialog box based on the level of

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the file plan you are browsing in. You can also perform advanced searches by selecting the following options
in the Search menu:

• Record Folders
• Record Series
• Record Categories
• Requests
• Search Record Folder Audit History

Searching Record Folders

1. From the Record Activities pane, select Record Folder Search.
2. Enter your search criteria in any of the available fields:
• Text search. Enter any search terms. The application searches for record folders based on the name,
description, or comments.

• Record Series. Click and select the record series to which the record folder belongs.

• Record Category. Click and select the record category to which the record folder belongs.
• ID. Enter the ID which uniquely identifies the record folder.

• Media type. Click and select the media type of the record folder, such as a jacket, insert,
document, and so on.

• Retention schedule. Click and select the retention schedule applied to the record folder.

• Record status. Click and select the current status of the record folder.
• Retention start date. Select the date used to start the schedule

• Responsible user. Click and select the user that has control over this record folder.

• Office/Department. Click and select the location or group most responsible for the record
folder.
• Open date. Select a date when the record folder was created.
• Close date. Select a date when the record folder was closed.
• Vital record. If the record folder requires periodic review, select this check box. You need to specify a
review cycle, which is effective from the Last Reviewed Date of the record folder.

• Home location. Click and select the location where this record folder is stored when not in
circulation.

• Current location. Click and select the location where this record folder is currently located.
• Circulation date. Specify when the record folder was in circulation.
• Checked-out to. Select the user who checked out the record folder.

• Circulation status. Click and select whether the record folder is In, Out or In Transit.
• Created date. Specify when the record folder was created.

• Created by. Click and select the user who created the record folder.
• Modified date. Specify when the record folder was last modified.

• Modified by. Click and select the user who last modified, checked in, or checked out the record
folder.

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• Label printed. The application remembers which record folders have their labels printed. Select
the Label printed check box to search for record folders whose labels are already printed. Clear the
check box to only search for new record folder labels ready to print.
3. Click OK.

Searching Record Series

1. From the Search menu, select Record Series.
2. Enter your search criteria in any of the available fields:
• Text search. Enter any search terms. The application searches for record series based on the name,
description, or comments.
• ID. Enter the ID which uniquely identifies the record series.

• Membership policy. Click and select the membership policy applied to the record series.

• Responsible user. Click and select the user that has control for this record series.
• Created date. Select the date or date range during which the record series was created.

• Created by. Click and select the user who created the record series.
• Modified date. Select the date or date range during which the record series was last modified.

• Modified by. Click and select the user who last modified the record series.
3. Click OK.

Search Record Categories

1. From the Search menu, select Record Categories.
2. Enter your search criteria in any of the available fields:
• Text search. Enter any search terms. The application returns information for record categories which
match these terms.

• Series. Click and select the ID of the record series to which the category belongs.
• Category ID. Enter the ID of the record category.

• Membership policy. Click and select the membership policy applied to the record category.

• Retention schedule. Click and select the retention schedule applied on the record category.

• Responsible user. Click and select the user that has control for the record category.

• Office/Department. Click and select the location or group most responsible for the record
folders contained in the category.

• Functional area. Click and select the functional area for the category.
• Open date. Specify date when the category was opened.
• Close date. Specify a date when the category was closed.
• Vital record review cycle. If the record category contains records that require periodic review, select
this check box. You need to specify a review cycle, which is effective from the Last Reviewed Date of

the item. Click and select the review cycle.

• Created date. Specify when the record category was created.

• Created by. Click to select the user that created the record category.
• Modified date. Specify when the record category was last modified.

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• Modified by. Click to select the user that last modified the record category.
3. Click OK.

Search for Boxes

1. From the Search menu, select Boxes.
2. Enter your search criteria in any of the available fields:
• Text search. Enter any search terms. The application searches for boxes based on the name,
description, or comments.
• Vendor. If this field is displayed, you can use the warehouse vendor identifier as a search criterion.
• ID. Enter the ID for a specific box.

• Media type. Click and select the type of box.

• Retention schedule. Click and select the retention schedule applied to the box.
• Retention start date. Select the date used to start the schedule.

• Office/Department. Click and select the location or group most responsible for the box.

• Responsible user. Click and select the user that has control over the box.
• Open date. Select the earliest open date for any of the items stored in the box.
• Close date. Select the latest close date for any of the items stored in the box.
• Label printed. The application remembers which boxes have their labels printed. Select the Label
Printed check box to search for boxes whose labels are already printed. Clear the check box to only
search for new box labels ready to print.

• Home location. Click and select the location where the box is stored when not in circulation.

• Current location. Click and select the location where the box is currently located.
• Circulated date. Specify when the box was in circulation.

• Last checked-out to. Click and select the user to which the box was last checked-out.

• Circulation status. Click and select whether the box is In, Out or In Transit.
• Created date Specify when the box was created.

• Created by. Click to select the user that created the box.
• Modified date Specify when the box was last modified.

• Modified by. Click to select the user that last modified the box.

• Record status. Click and select the current status of the box.
3. Click OK.

Search for Record Folder Eligibility

1. From the Search menu, point to Eligibility and select Disposition Eligibility.
2. Enter your search criteria in any of the available fields:

• Event type. Click and select a retention event for which the record folder is eligible.
• Eligibility date. Specify the event eligibility date.
• As of Today. Eligible on any day until today.
• Between. Eligible on any day within the specified date range.
• Until. Eligible on any day until the specified date.

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• From. Eligible on any day from the specified date.

• Retention schedule. Click and select a retention schedule to search for all record folders to
which this schedule is applied.

• Series. Click and select the record series to which the record folder belongs.

• Category. Click and select the record category to which the record folder belongs.

• Office/Department. Click and select the location or group most responsible for the record
folder.

• Media type. Click and select the media type of the record folder, such as a jacket, insert,
document, and so on.
3. Click OK.

Searching for Cut Off Records

1. From the Search menu, point to Eligibility and select Records for Cut Off.
2. Enter your search criteria in any of the available fields:

• Cutoff period. Click and select cutoff cycle configured on the retention schedule of the record
folder.
• Cutoff date. Specify a date. Only record folders that are eligible for cut off as of this date are found.

• Media type. Click and select the media type of the record folder, such as a jacket, insert,
document, and so on.

• Office/Department. Click and select the location or group most responsible for the record
folder.

• Record status. Click and select the current status of the record folder.

• Retention schedule. Click and select a retention schedule to search for all record folders to
which this schedule is applied.
• Retention start date. Select the date used to start the schedule.
• Created date. Specify a date when the record folder was created.

• Created by. Click and select the user who created the record folder.
• Modified date. Specify a date when the record folder was last modified.

• Modified by. Click and select the user who last modified, checked in, or checked out the record
folder.
3. Click OK.

Searching for Vital Review Records

1. From the Search menu, point to Eligibility and select Records for Vital Review.
2. Enter your search criteria in any of the available fields:
Period. Specify the vital record review cycle set on the record folder.
Review date. Specify a date. Only record folders that are eligible for review by this date are found.

Retention schedule. Click and select a retention schedule to search for all record folders to
which this schedule is applied.

Record status. Click and select the current status of the record folder.

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Office/Department. Click and select the location or group most responsible for the record
folder.

Media type. Click and select the media type of the record folder, such as a jacket, insert,
document, and so on.
3. Click OK.

Searching Requests
1. From the Search menu, select Requests.
2. Enter your search criteria in any of the available fields:

• Media type. To search for all record folder requests of a specific media type, click and select a
media type.

• Requested for. Click and select the user for whom the record folder was requested.
• Requested by. Click and select the user who entered the request.
• Record Series. To search for all record folder requests for a specific record series, click and select
the record series.

• Record Category. To search for all record folder requests for a specific record category, click and
select the record category.

• Deliver to location. Click and select the location where this record folder is to be delivered.
• Home location. Click and select the location where this record folder belongs when it is not
checked-out. When the record folder has been boxed, the Home Location is derived from the box
location.
• Request date. Specify the date when the record folder was requested.
• Request Status. Specify the current status of the record folder.
• Click OK.

Search Audits Record Folders

1. From the Search menu, select Audit History > Record Folder Audit History.
2. Enter your search criteria in any of the available fields:

• Record Series. Click and select the record series to which the record folder belongs.

• Record Category. Click and select the record category to which the record folder belongs.
• Record Folder. Enter the ID which uniquely identifies the record folder.

• Office/Department. Click and select the location or group most responsible for the record
folder.
• Activity date. Specify a date or date range to limit the search to audit histories that occurred within
the dates specified.

• User. Click and select a user who has performed any type of operation on this record folder.

• Current location. Click and select the location where this record folder is currently located.
3. Click OK.

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Requesting Items

A request is an action that indicates a record needs to be delivered to a particular user and location. In
centralized file room operations, physical records are manually delivered by file clerks. iManage
recommends a formalized request management system.

1. Search or browse for the record folder.

If Electronic Renditions are available for any of the record folders you have navigated to, a label
displays stating "Some items below have electronic renditions available". An icon in the attribute
row also indicates the presence of electronic rendition(s) for that item. In such case, the electronic
rendition(s) can be viewed directly, possibly without (further) need to request the item. For
additional information, see Viewing Electronic Renditions of documents.

2. Right-click the record folder, and select New Request.

The New Request dialog box appears with your selections listed.Because electronic record folders
(eRecords) cannot be circulated, the request function does not apply to them.
3. Complete the following fields:

• Requested for. If you are requesting this record folder for someone other than yourself, click
and select a different user.

• Deliver to location. The application fills in the default delivery location for this user. Click and
select a different location where this record folder should be delivered.

• Transmittal code. Click to select how this item should be delivered.

• Request instructions. Enter any special instructions for the delivery of this item.
• Request whole box, if available. To request the entire box, select this check box. Clearing this check
box indicates you are requesting only the specific item (or its parent, if circulation is not available).
If the item cannot be delivered, but it is boxed, this is selected by default and cannot be cleared.
4. Click OK. Continue with View Requested Items.

Each time a request is initiated, a Request entry is added to the audit history for the item, detailing the
request.

The following reasons could prevent the request:

• Insufficient privileges. You do not have sufficient privileges over the items requested.
• No media type with circulation abilities. For the item, and its parent, there is no known media type that
allows circulation.
• Secure contents. Requested item contains secured contents unavailable to the person to which the
delivery is intended. The requested item (or its parent) contains items to which the intended recipient
does not currently have access.
• Record status forbids circulation. Vital records, and destroyed records, may not be eligible for
circulation; therefore, they may have a status that forbids circulation.

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Viewing Requested Items

To view record folders requested for you, click Requests Outstanding in the Browse pane. A list of record
folders, and their request status appear.

Record Folders that are not yet assigned to the relevant records management staff show a Requested status,
and those that are assigned show an In Process status.

Your user ID appears in the Show requests for field by default. To view record folders that are requested for

other users,click and select a user.

Modify a Request

After a request is submitted, it cannot be modified. The request must be canceled and resubmitted.

Cancelling Requests
You can cancel a request only if it is submitted for or by you.

1. In the Browse pane, click Requests Outstanding.

A list of requests submitted for or by you appears in the List pane.
2. Choose request(s) that have a Requested status, as these requests are not yet assigned or printed.

NOTE:

You cannot cancel requests that are assigned and have an In Process status.

3. Click Cancel Selected Request(s). Alternatively, from the Actions menu, select Cancel Request.

Selecting Values
Metadata properties that reference types like Location, Schedule, or User use input controls that include a
pop-up dialog to browse or search for the desired value.

Selecting a Media Type

1. In the text field, type in any terms (name, ID, description) of a media type and click Search.
The application returns matches in the list.
2. Select a media type from the list, and click Add Selected Item(s).
3. Click OK.

Selecting a Circulation Status

1. In the text field, type in any terms (name, ID, description) of a circulation status and click Search.
The application returns any matches in the list.
2. Select a circulation status from the list, and click Add Selected Item(s).
3. Click OK.

Selecting a Membership Policy

Membership policies allow you to control the level of access that users have to record series and record
categories. They allow you to set up ethical walls, preventing unwanted access to privileged information.

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From the list, select the membership policy for this particular record series or record category, and click OK.

Selecting a Security Policy

Security policies allow you to control the access users have to the record folders within a record category.
Select the security policy for this particular record folder and click OK.

Selecting a Functional Area

The Functional Area defines the domain this record category belongs to. Predefined functional areas include:
Corporate, Family, Entertainment, Securities, and Personal Injury.

To select a functional area for this record category:

1. In the text field, type in any terms (name, ID, description) of a functional area and click Search. The
application returns matches in the list.
2. Select a functional area from the list.
3. Click OK.

Selecting Keywords
Keywords defines a collection of statutes in a given jurisdiction to which the record category belongs.
Predefined keywords include: Bankruptcy, Divorce, Intellectual property, Labor relations, Litigation, Pro bono,
Real estate, Tax & Certified accounting, and Criminal.

To select keywords for this record category:

1. Select the keywords in the upper pane of the Browse and Select dialog box. Hold down the Ctrl key to
select multiple items.
2. Click Add Selected Item(s).
The Selected Items pane displays the items selected.
3. Click OK.

To remove keywords from this record category:

1. In the List pane, right-click the record category and select Properties.

2. In the Keywords field, click .

The Browse and Select dialog box appears.
3. In the Selected Items pane, select the keywords to remove.
4. Click Remove Selected Item.
5. Click OK.

Select a Record Status

1. In the text field, type in any terms (name, ID, description) of a record status and click Search.
The application returns matches in the list.
2. Select a record status from the list, and click Add Selected Item(s).
3. Click OK.

Selecting a Record Type

To select a record type for this record folder:

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1. In the text field, type in any terms (name, ID, description) of a record type and click Search. The
application returns matches in the list.
2. Select a record type from the list, and click Add Selected Item(s).
3. Click OK.

To remove a record type from record folder:

1. Right-click the record folder, and select Properties.

2. Select the entry listed in the Record Type field, and press Delete or Backspace to clear the field.
3. Click OK.

Selecting a Freeze Action

1. In the text field, type in any terms (name, ID, description) of a freeze action and click Search. The
application returns matches in the list.
2. Select the freeze action to apply to this item.
3. Click OK.

Selecting a Retention Schedule

1. In the text field, type in any terms (name, ID, description) of a retention schedule and click Search.
The application returns matches in the list.
2. Select a retention schedule from the list.
3. Click Add Selected Item(s).
4. Click OK.

Selecting a Standard
1. In the text field, type in any terms (name, ID, description) of a standard and click Search.
The application returns matches in the list.
2. Select the standard from the list, and click Add Selected Item(s).
3. Click OK.

Selecting a Transmittal Code

1. In the text field, type in the name or ID of the transmittal code and click Search
The application returns matches in the list.
2. Select the transmittal code from the list.
3. Click OK.

Selecting a User
1. Use the Search for Name field to search for users that you want to add to the list. Enter the full or
partial name of a specific user, and click Search.
Alternatively, click the Browse tab to view the directory, and navigate through the hierarchy of users.
2. Select a user.
3. Click OK.

Selecting a Vendor
If there are different warehouse vendors across different office locations, distinction must be made between
these vendors to ensure uniqueness of box identifiers. IRM achieves this by using a Vendor ID value. This is

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automatically prepended to Box ID, providing unique box identifiers. Where the Vendor field is available, you
can select from the list of vendors used by your organization.

1. Select the vendor field or picker icon . A dialog box appears.

2. If required, use the text field to enter the name or ID of a vendor and select Search.
The application returns matches in the list.
3. Select the vendor from the list, and select OK.

Selecting a Vital Record Review Cycle

1. In the text field, type in the name or ID of the vital record review cycle and click Search.
The application returns matches in the list.
2. Select the vital record review cycle from the list.
3. Click OK.

Record Series

A typical hierarchy consists of the record series as the top level of the file plan. Each record series can
contain one or more record categories.

Selecting a Record Series

1. In the text field, type in any terms (name, ID, description) of a record series and click Search.
The application returns matches in the list.
2. Select a record series from the list, and click Add Selected Item(s).
3. Click OK.

Creating a Record Series

1. In the Navigation pane, click the Records tab.
2. From the New menu in the toolbar, select Record Series. Alternatively, right-click anywhere in the List
pane, and select New Series.
The New Series dialog box opens.
3. Complete the following fields:
ID. Enter a unique code to identify this record series.
Name. Enter a name for this record series.
Description. Enter a short description of this record series.
Comments. Enter any notes or comments about this record series.

Membership policy. Click and select the appropriate membership policy for this record series.
All new record categories created within this record series use this as their default membership
policy.
To create a custom policy that only applies to this record series, select the Assign Custom
Membership Policy check box. This policy cannot be seen or used for any other record series in the
system.
To configure the custom policy, click Edit.

Responsible user. Click and select the user that has control for this record series. You can also
type the user's name into the field, and press Ctrl+K to check that you have entered a valid user.
4. Click OK.

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Modifying a Record Series

1. In the Navigation pane, click the Records tab.
2. Search or browse for the record series.
3. Right-click the record series, and select Properties. The Edit Series dialog box opens.
4. Modify the information in any of the available fields. For descriptions of these fields, see Create a
Record Series.
5. Click OK.

Record Categories

Record categories are the second level of the file plan and are created within record series. A record category
organizes record folders within it.

Selecting a Record Category

1. In the text field, type in any terms (name, ID, description) of a record category and click Search.
2. The application returns matches in the list.
3. Select a record category from the list, and click Add Selected Item(s).
4. Click OK.

Modifying Record Category

1. In the Navigation pane, click the Records tab.
2. Search or browse for the record category.
3. Right-click the record category, and select Properties. The Edit Category dialog box opens.
4. Modify the information in any of the available fields. For descriptions of these fields, see Create Record
Categories.
5. Click OK.

Creating Record Categories

1. In the Navigation pane, click the Records tab.
2. Double-click a record series to display the list of record categories within it. Alternatively, select the
record series and press the Enter key.
3. On the File menu, point to New, and select Record Category. Alternatively, right-click anywhere in the
List pane,and select New Category. The New Category dialog box opens.
4. Complete the following fields:
• ID. Enter a unique code to identify this record category.
• Name. Enter a name for this record category.
• Description. Enter a short description of this record category.

• Membership policy: Click and select the appropriate membership policy for this record
category.
To create a custom policy that only applies to this record category, select the Assign Custom
Membership Policy check box. This policy cannot be seen or applied to any other record category in
the system.
To configure the custom policy, click Edit.

• Retention schedule. Click and select an available retention schedule for this record category.

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• Permanent. To mark this record category as permanent, select this check box. Items added to this
record category cannot be destroyed as part of a destruction event.

• Functional area. Click and select the functional area for this category.

• Office/Department. Click and select the location or group most responsible for the record
folders contained in this category.

• Responsible user. Click and select the user that has control for this record category. You can
also type the user's name into the field, and press Ctrl+K to check that you have entered a valid user.
• Retention start date. Select the date to start the retention schedule.
• Open date. Select a date when this category is opened. This date is used for calculating retention
events.
• Close date. Select a date when this category is closed. This date is used for calculating retention
events.
• Vital record. If the record category contains record folders that require periodic review, select this
check box. You need to specify a review cycle, which is effective from the Last Reviewed Date of the
item.

Click and select from the following:

• Weekly. The items are reviewed every week.
• Monthly. The items are reviewed every month.
• Quarterly. The items are reviewed every calendar quarter.
• Semi-Annually. The items are reviewed twice in a calendar year.
• Annually. The items are reviewed once in a calendar year.
Record folders added to this record category retain the same record review cycle.
• Comments. Enter any notes or comments about this record category
5. Click OK.

Assigning Record Category Instructions

1. In the Navigation pane, click the Records tab.
2. Search or browse for the record category.
3. Right-click on the record category, and select Properties. The Edit Record Category dialog box
appears.
4. On the right side of the Edit Record Category dialog box, type the required instructions in the
Instructions box.
5. Click OK.

NOTE:

If a record category has instructions, the icon is displayed in the attributes column of the file
plan for that record category. Hovering over the icon displays the record category instructions in
brief. Click on the icon to read the record category instructions in detail.

Preventing New Record Folder Addition

1. In the Navigation pane, click the Records tab.
2. Search or browse for the record category.
3. Right-click on record category, and select Properties. The Edit Record Category dialog box appears.

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4. Uncheck the Allow new record folders check-box.

5. Click OK.

NOTE:

For a record category that does not allow a new record folder to be added, the icon is
displayed in the attributes column.

Assigning Freeze Actions

1. In the Navigation pane, click the Records tab.
2. Search or browse for the record category.
3. Right-click on the record category, and select Assign Freeze Action. The Select a Freeze Action dialog
box appears.
4. Select the required Freeze Action from the dialog box and click OK.

NOTE:

• For a record category that is on freeze, the freeze action icon is displayed in the attributes
column. Hovering over the icon provides further information about the freeze action.
• The icon is displayed in the attributes column for items belonging to a record series or record
category that has been assigned a freeze action.
• It is also possible to assign a freeze action to a box.

SPM Policies
When iManage Security Policy Manager is managing the security for a record series or record category, a
security icon will display in the attributes column. Click on the icon to view security policy details.

Where an Open security policy is set, the list of all users who are excluded from access by the security policy
are displayed. Where a Restricted security policy is set, the list of all users who are allowed access by the
security policy are displayed.

Enter a name in the Locate user field to find a user in the list. Click the icon to Search or Browse all users and
check if they are in the list.

For more information on this type of security policy in IRM, refer to iManage Security Policy
Manager Administration Guide.

Boxes
A box is a container used to store and organize record folders.

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Selecting a Box
1. In the text field, type in any terms (name, ID, description) of a box and click Search.
The application returns any matches in the list.
2. Select a box from the list, and click Add Selected Item(s).
3. Click OK.

Modifying Boxes
1. In the Records Activities pane, click Boxes.
2. Right-click the box, and select Properties. Alternatively, select the box and press the Enter key. The Edit
Box dialog box opens.
3. Right-click the box, and select Properties. Alternatively, select the box and press the Enter key. The Edit
Box dialog box opens.
4. Complete the following fields:

NOTE:

To simplify data entry, individual fields can be locked. Press Ctrl+L to save the information that you
entered in the field, so that you do not have to re-enter information. Locked fields are filled in
yellow. To unlock a locked field, press Ctrl+U.

Vendor. If this field is shown, you can select a warehouse vendor identifier for this box. This field is
optional.
ID. Enter an ID for this box. If you do not enter an ID for this box, the application automatically
generates one.
Name. Enter a name for this box.
Description. Enter a short description of this box.
Media type. Select the media type of the box to differentiate the different types of boxes (small or
large).
Percent full. Estimate the current used capacity of the box based on a percentage (0-100). This figure
can be used to indicate whether a new box must be created.

Series: Click and select the Series from the Browse and Select dialog box.
Category: Click and select the required Category from the Browse and Select dialog box.
Office/Department. Click and select the location or group most responsible for this box.
Responsible user. Click and select the user that has control over this box.
Retention schedule. Click and select the retention schedule for this box. A retention schedule is
only necessary to manage eligibility at the box level. This enables you to verify that both the box
contents and the box itself are eligible.
Retention start date. Select the date to start the schedule.
Open date. Enter the earliest open date for any of the items stored in this box. This field is for
information purposes and is used only to show the date ranges of the items stored in this box.
Close date. Enter the latest close date for any of the items stored in this box. This field is for
information purposes and is used only to show the date ranges of the items stored in this box.
Comments. Enter any relevant comments for this box.

Home location. Click and select the location where this box is stored when not in circulation.

5. Click OK.

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Locations
Locations provide a hierarchical representation of available locations for record folders and boxes in an
organization.

Selecting a Location
1. From the Select Item list, select a location, and click Add Selected Item(s).
2. To search for locations within a location, in the text field, type in any terms (name, ID) of a location and
click Search.
3. After adding all the desired locations, click OK.

NOTE:

Available in selected Location dialog boxes.

View Checked Out Items

To view record folders checked out for you, click Checked out record folders in the Browse pane. Records
that are in circulation to you appear in the list. To transfer a checked-out record folder to another user, see
Transfer Items.

To view record folders checked out for other users, click and select a user in the Show checked-out
record folders for field.

Transfer Items
The Transfer action enables you to check in a checked-out record folder, and immediately check it out to
another user. Only record folders that are currently checked-out can be transferred to other users.

To transfer a checked-out record folder:

1. Display a list of checked-out record folders according to the instructions in View Checked Out Items.
2. Select the record folder to transfer, and from the Actions menu, select Transfer.
The Transfer dialog box opens.

NOTE:

Electronic record folders (eRecords) cannot be circulated, as the Transfer action does not apply to
them.

3. Complete the following fields:

• Transfer to. Click and select the new user to which the record folder should be transferred.

• Location. Click and select the new location of this record folder. This field is automatically filled
if a default delivery location is defined for the user.
• Item. The record folder ID is automatically listed in this field.
4. Click Process. The action and results open in the dialog box.
5. Click Close.

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NOTE:

You must have the Checkout/Checkin Record privilege to perform this action.

View Audit History

Actions performed in Records Manager on records are logged in the application.

1. Search or browse for the record folder, and select it.

2. In the Preview pane, click the Audit History tab to view a list of actions performed on the record folder.
Alternatively, from the Actions menu, choose Audit History. The Audit History window appears listing
the actions.
3. Click Close.

NOTE:

You must have the View Audit History privilege to perform this action.

View Electronic Renditions of documents

If documents have electronic renditions available, then there is no (or less) need to circulate or request such
documents.

See Viewing Electronic Renditions of documents.

Copying information from a page or form in the Desktop Client

You can copy all significant text fields in the Desktop Client, for pasting out to, for example, other iManage
clients, Notepad, and so on.

To do so, simply select the required text and copy (by corresponding keyboard shortcut, such as CTRL+C, or
context menu).

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