Record Types

Record Types are the foundation of all records stored in the system. Through extensive use of inheritance, fields, tasks, formulas, and command control policies, configurations can be automatically applied or updated to all records that are built from their record type unless these objects have their record inheritance broken.

A Folder record type can be used to add custom fields to containers; vaults and folders.

These custom fields can be used to add metadata to containers that will be visible in the Record List view and can be used for enhanced Folder search.

Unlike other record types, this Folder record type can only be used to add new fields to a container.

Working with Record Types

Record Types changes can only be performed by users with the System Administrator role. To manage all system Record Types, navigate to Administration > Record Types.

Creating Record Types

On the Record Type administration page click the New Record Type button to create a new type. Create your new record type by populating the fields as explained below

Name	Enter a name for this record type as it will appear in the Add Record dropdown menu. It must be unique and should be short, yet descriptive enough for your users to understand its intent when selecting it from the Add Record dropdown menu.
Description	Enter a description. The record type description will only be visible in the Record Type administration page view.
Session Manager	Select the session manager to associate with this type. Session Manager determines the protocol to use when creating a remote session using this type. For example, for a record type that will be used with Windows endpoints, you would select the RDP option. Leaving this selection blank will result in the Connect option being unavailable in the records.
Parent Type	If inheritance from an existing record type is desired, then select the parent type from the dropdown menu. If inheritance is not desired, then leave this selection blank.
Hidden	Check this box if you want to not have this record type appear in the Add Record dropdown menu.
Personal Vault	Check this box if you want to make this record type available to be used in Personal Vaults.
Vaults	Unhidden record types can be assigned to a non-personal vault(s) where it may only be used. A record type assigned to a Vault(s) may only be used within those selected vaults preventing its ability to be created, pasted, imported, or linked to another vault where this type is not available. Unhidden record types without any defined Vault selections will be available in all non-personal vaults.

Click the Save button to save your new record type. 

When the record type has been created, you can now configure its additional properties as explained below.

Fields

Defines the fields that will be visible on all records that use this record type. Additional fields can be added to record types using the Add Field button.

Field Type	Select the type of field from the dropdown menu.
Name	Enter an internal name for this field. Must be unique, alpha-numeric characters only and must begin with an alpha character.
Display Name	Enter a display name for this field. This will be the field name that users see when Creating, Viewing or Editing records, so make it short, yet descriptive.
Secured	Check this box if you want the field to be secured. Secured fields are masked from view, have the Unlock feature, require permission to see the unmasked value and generate additional audit events when Locked and Unlocked.
Indexed	Check this box if you want the field value to be indexed so that it can be found in Search queries. Please note that a Secured field cannot be Indexed and vice versa.
Order	Defines the order of the fields in the record. Lower number appears higher in the record.
Helper	Enter a helper value that will appear in the field to provide guidance when the user is creating a new record.

Click the Save button after each new field is configured. Repeat this process to create additional fields.

Formula

Defines the password complexity formula that will be inherited to all records that use this record type.

Tasks

Defines the tasks that will be inherited to all records that use this record type.

Commands

Defines the command control policies that will be inherited to all records that use this record type.

Editing Record Types

Any existing record type can be edited after it is created. 

To edit a record type, simply click the Edit button to enter the selected record type’s Edit Mode.

In Edit Mode, changes to the record type’s configuration, fields, formula, tasks and command control policies can be made and these updates will be applied to all inherited records.

Deleting Record Types

Any record type that is not being used can be deleted. 

A record type that is currently being used by any record in the system cannot be deleted until all the in-use records have been updated to use another type or deleted themselves.

To find all records that use a specific record type, enter the query type:Record Type Name in the Search records… box on any Records page.

For example, the search query type:Windows Host will return a list of all current records in the system that are configured with the record type Windows Host.

Inheritance

Record types use inheritance to simplify the management of objects that share or require a common configuration.

For example, all managed Unix systems should have the same password Formula and password rotation Task, while all managed Windows systems will share a different formula and task configuration policy.

By default, all records created from the same record type will inherit the Formula, Tasks and Command policies from this record type. 

Any changes that need to be made to these policies must be done on the record type level and will therefore also be applied to all other records that are using this record type.

Additionally, a custom child record type can be created so that it inherits from a parent record type. In this scenario, the child record type only inherits the fields from its defined parent type.