To Export Labels you need to be assigned to the Application Administrator or the Records Manager role. Alternatively, Record Visitors can be given the permission to Export Labels through the use of Security Profiles. For more information on security profiles and permissions, see Security Profiles.
Export Label Data
To generate label templates, first you will select the Physical Records from the Browse or Advanced Search pages in Records365, and click on the ‘Export Labels’ button:
If you have more than one page of Search results, you can page through your result set and continue selecting the whole page of Records using the checkbox at the top left of the result grid. The maximum number of records that can be selected for Label Export is 300.
This will generate a .CSV file called ‘Records365-PhysicalLabels-Export.csv’. This file can be used as a datasource for any label generation application, for example a Mail Merge in Microsoft Word. The Label Export file will contain all of the common fields across the selected Records.
Generate Label Templates
The following instructions and sample template are designed to demonstrate label generation using Microsoft Word. You may wish to use another label generation application or customize this template for Microsoft Word so that it displays the fields you want to be printed on your labels. For more information on Microsoft Word Mail Merge templates, see Print Mailing Labels. This article refers to address labels but the concepts and steps in Word are exactly the same.
To download the example Mail Merge template for Microsoft Word, click here: Records365Labels.docx. Place this file in the same folder as your .CSV file exported from Records365. When you open the template, you will see a prompt to insert the data from the Label Export file. Click ‘Yes’:
Now your exported data from Records365 has been populated into the template. To preview your labels, you can use the ‘Preview Results’ button from the ‘Mailing’ tab, and then when you are ready to print the generated labels, click ‘Finish and Merge’.
This will now prompt you to complete the label generation and print out your labels on to the required label media. Now all that remains is sticking them onto your Physical Folders and Boxes so that they can be managed directly from your storage locations by frontline staff!