Role Required
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.
Introduction
Printable Label Templates let your organization generate print ready labels for Physical Records directly from RecordPoint. Administrators maintain a library of Microsoft Word templates, and users select a template when exporting labels for selected items.
To use the Barcodes generated by Records365 to perform Scanning Operations from a storage area, you’ll need to get the barcodes onto your Physical Records first. That’s where Labels come in!
Who can use this feature?
- Administrators: Upload and remove printable label templates.
- Users: Export labels for selected physical items using an available template.
Manage templates (Administrators)
Upload a template
- On Printable Label Templates, select Upload.
- Choose a .docx template and select Open.
- If the file is valid, upload and you’ll see a success message.
Validation & feedback
If a template includes unsupported fields, the upload dialog displays a table of those fields with descriptions so you can correct the file and try again.
If a template file type is unsupported, the upload dialog displays the correct extension so you can correct the file and try again.
Remove a template
From the template list, select one or more templates and choose Delete, then confirm.
Export labels (Users)
- Run a search using filters such as Media Type: Physical or Content Source: Records365 to prepare the required Physical Records list
- Select items and choose Export → Export Labels.
- In Export Labels, choose Printable Labels (default) or CSV.
- When Printable Labels is selected, pick a Printable label template from the list.
- Select Export.
Output format
Exporting Printable Labels generates a Microsoft Word (.docx) document ready for printing.
Supported fields for templates
Use the placeholders below inside your Word (.docx) template. These are all the core fields available to use + any custom Physical profile field you have created, which are resolved for each selected item at export time.
Below are the core fields:
| Core Field | Description |
| {{RP.ItemTypeId}} | Item Type |
| {{RP.Title}} | Title |
| {{RP.ItemNumber}} | Record Number |
| {{RP.RecordCategory}} | Disposal Class |
| {{RP.Author}} | Author |
| {{RP.CreatedDate}} | Created Date |
| {{RP.VitalRecord}} | Vital Record |
| {{RP.Location}} | Location |
| {{RP.OriginatingOrganization}} | Originating Organisation |
| {{RP.LastModifiedDate}} | Source Last Modified Date |
| {{RP.MediaType}} | Media Type |
| {{RP.Format}} | Format |
| {{RP.IsOnHold}} | On Hold |
| {{RP.ContentVersion}} | Content Version |
| {{RP.ContentSource}} | Content Source |
| {{RP.BarcodeType}} | Barcode Type |
| {{RP.BarcodeValue}} | Barcode Value |
Tip: If your upload is blocked by validation, compare your template fields with the list above and remove or rename any unsupported placeholders, then re-upload.