Gimmal Records Frequently Asked Questions
What is the difference between a document and a record, aren’t they the same thing?
Strictly speaking, a record is the entry you see in Gimmal Records that in turn links to a document (the thing that is actually being managed). Although the UI in the Manager Web includes all associated metadata of, and a clickable link to, the document, the two terms are not synonymous. Another common point of confusion - there can be an additional distinction between a record (important document that is subject to records' retention requirements) and a Record (a document that has been declared a record and made immutable as a result). If/when in doubt, it is best to ask for clarification.
What information does Gimmal Records actually store? Does it store sensitive information?
For both SaaS and on-prem implementations, Gimmal Records does NOT store or copy the actual documents being managed. They will reside in their native environment until moved/deleted by users, or disposed at the expiration of their lifecycle.
Gimmal Records does store the metadata/properties of the documents being managed. Unless there is sensitive information stored in the documents' metadata, Gimmal Records will be unaware of it.
Why did I get an invitation from RecordLion/Why didn’t my invitation for Gimmal Records arrive?
What is the order of precedence for classification rules?
For a record that matches the classification rules of multiple record classes, it will be classified to the record class with the highest priority (1 is a higher priority than 100). Record classes have a default priority of 100 that can be changed at any time to any value equal to 1 or greater. If all priorities are equal, the record is classified into the first record class whose classification rules match.
Is there a way to bulk update record classes?
Some record class properties can be inherited by child record classes as long as those settings are configured on the parent prior to creating the children.
Inherited by children of case-based record classes:
Archive Record Details
Archive Record Properties
Archive Record Audits
Destruction Certificates
Record Declaration Rule
Vital Rule
Approvers
Permissions
Lifecycle automatically applies to cases (i.e., the children of case-based record classes) and cannot be set uniquely on each child.
Inherited by children of non-case-based record classes:
Archive Record Details
Archive Record Properties
Archive Record Audits
Destruction Certificates
Record Declaration Rule
Vital Rule
Approvers
Permissions
Lifecycle - if the lifecycle of the parent is changed, child record classes' lifecycles are updated.
When are Destruction Certificates created?
Gimmal Records provides a basic Destruction Certificate. This Certificate requires a Record Classes Destruction Certificate setting be set to Yes and that the Lifecycle attached to that Record Class require approval in its final phase. For more information, please see Destruction Certificates
Can the Destruction Certificate include the record URI?
If the Archive Record Details record class property is enabled, then the out-of-the-box Destruction Certificate Records report can include the URI. If you view the destruction certificate via the Dispose page in the Manager Web, the URI can be displayed separately from the certificate.
Why don’t my documents appear in the Manager Web?
There could be a number of different reasons for this, depending on what repository the documents are located within (Filesystem, SharePoint, etc.). Please refer to the article Why don't my documents show up in the Manager Web? for more information.
Does Gimmal Records support Single Sign On (SSO)?
Yes, Gimmal Records supports SSO for our SaaS clients. Gimmal Records uses Azure AD External Identities B2B Collaboration for authentication. On a user’s first login Gimmal Records redirects the guest user's authentication request to their "home" Azure AD tenant for authentication. Gimmal does not store user’s credentials.
How can I see/understand what is happening with Gimmal Records, or its Connectors?
How do I know if my Client Secret has expired?
When the Client Secret for the SharePoint Online Connector expires, it can become apparent in a number of different ways: How do I know if the Client Secret expired?
What is the Recent Records for in the Manager Web Dashboard?
The Recent Records list on the Dashboard corresponds to the 20 most recently ingested documents by Gimmal Records.
Where can I find the application logs?
The log files for the core application, and for each of the connectors are generally created in the installation directories for each of those components, usually similar to:
Core Application: C:\Program Files\Gimmal\Records Management\Logs
SharePoint Online Connector: C:\Program Files\Gimmal\SharePoint Online Connector\Logs
Universal File Share Connector: C:\Program Files\Gimmal\Universal File Share Connector\Logs
Box Connector: C:\Program Files\Gimmal\Box Connector\Logs
Due to the way they are installed, some logs are generated in other locations:
SharePoint Server Connector: ULS, Product is RecordLion-Records Manager
Why aren’t my records being classified (correctly)?
How can I clean up/remove records in Gimmal Records (e.g. - after testing)?
There are a few ways to remove records from the Manager Web, depending on your goal:
Remove test documents and recordizations, method 1 - Delete the documents in their native location. The connector for that location will process the deletion and remove the corresponding recordization entries from the Manager Web. Gimmal Records will continue to manage this location until the location is unregistered from the appropriate connector.
Remove test documents and recordizations, method 2 - Create a record class with a lifecycle that immediately disposes and deletes the records and ensure your test records (only) are classified to it (you can classify them manually or using Classification Rules). When the Dispose and Delete action is executed, the test documents will be removed from their repository and the corresponding recordizations will be removed from the Manager Web. Gimmal Records will continue to manage this location until the location is unregistered from the appropriate connector.
Keep test documents and remove recordizations, unregister method
SharePoint Online Connector - Navigate to the site contents of the desired site collection and access the SharePoint Online Connector app. Click the button to Unregister. The test documents will remain in the site and the corresponding recordizations will be removed. Note that any locking actions (record or vital declaration, or legal holds) will NOT be undone.
Universal File Share Connector - On the server where the connector is installed, open the Gimmal Universal File Share Connector Configuration utility. On the Servers tab, remove the managed location corresponding to your test documents, and save the configuration. Note that any locking actions (record or vital declaration, or legal holds) will NOT be undone. In addition, ALL records in the Manager Web corresponding to the documents in that managed location will be removed.
What file share repositories are supported - e.g., NFS, mapped drives, etc.?
In general, any file share repository that emulates NFS should work. It must be navigable via a UNC path.