Creating New Record Types

How to create and manage new types of records in your Vault

Record Types is currently in Beta. GA across all devices is planned for September 2021

Record Types Overview

A Keeper Record Type is a structured template that can contain any type of information such as logins, payment cards, bank accounts, and many more. There are several out-of-the-box record types available, and Admins can create custom types that fit the needs of your organization. Custom types can be created for all users, or users within specific roles.

New Record Type

Default Record Types

Below are the list of available record types.

Record Type

Description

Login

The set of data needed to successfully login to a website.

Payment Card

Credit card information, used in autofilling of forms. Payment cards can also be "linked" to other records, to reduce duplication of data.

Contact

Identity information about a particular person. We recommend you create one with your information, used in autofilling of forms.

Address

Address information used to identify a physical location. Address records can also be "linked" to other records, to reduce duplication of data.

Bank Account

Banking information, such as account number and routing numbers.

File Attachment

One or more files can exist in a file record.

Photo

One or more photos can exist in a photo record.

Driver's License

Drivers license information, such as name, number and expiration. We recommend you store pictures of both the front and back in this record type.

Birth Certificate

Birth information such as date of birth and name. We recommend you store a high quality scan of your birth certificate in this record type.

Database

Database information such as Type, hostname and port. Can be used to rotate database credentials in Commander.

Server

Server information such as hostname and login info. Can be used to rotate or connect to servers in Commander.

Health Insurance

Health insurance information such as account number and the insured's contact info.

Membership

Membership information including account information and name. We recommend you store a scan of membership the barcodes in this record type.

Secure Note

Secure information that is masked when the record is viewed. The record contents can be unmasked at will.

Passport

Passport information such as number and expiration. We recommend you store a high quality scan of your main passport page in this record type.

Identity Card

Identity information such as number and expiration. We recommend you store a high quality scan of your ID card in this record type.

Software License

Software license information such as the license number and purchase date.

SSH Key

SSH information, such as public and private key strings. We recommend you attach any relevant key files in this record type.

Custom

Business customers can create custom types that will appears for users.

General

Legacy format, used for records created before the launch of Record Types.

Custom Fields

On any record created as a new Record Type, there are several new "Custom Field" types available that can be added to any record.

Custom Fields

Available Custom Fields

  • Text

  • URL (website address) used for Autofill

  • Security Question & Answer

  • Multi-line Text

  • Date

  • Email

  • Name

  • Address (new or linked)

  • Pin Code (4-digit numeric)

  • Phone Number

  • Payment Card (new or linked)

  • Hidden Field

Sharing

Record Types can be shared to other users, either direct sharing or within a Shared Folder, just like any other record. This now includes Payment Cards and Contact record types.

The Payment Cards stored in the "Identity & Payments" section of the vault is separate, and cannot be shared to other users. To make a Payment Card available for sharing, please create the record within the Vault section. Migration from data stored in Identity & Payments is planned for a future release.

Creating Payment Cards

To create Payment Cards that can be shared to other users, click on Create New > Payment Card.

Record Type Sorting

Each user can set sorting of the record types which appear when creating new records. Visit Settings > Record Type Sorting > Edit Order.

Record Type Sorting

Custom Record Types

Keeper Business and Enterprise customers can define totally custom Record Types for their specific needs.

In order to create new custom Record Types, the user must be in an Administrative role with the "Manage Record Types in Vault" permission activated as seen below in the Admin Console role permission interface.

To activate this permission, visit Roles > Select Role > Hover over gear icon > Administrative Permissions.

Enable Record Type Permission

Once the permission is activated, the Admin can login to the Web Vault or Desktop App to create a record type.

From the Keeper Vault application, select Create New > Record and then select "Create new record template":

Create new record template in new record popup

You can create the new template based on an existing template, or you can start with a blank record and add the required fields:

New record type from blank slate with the name "Crypto Wallet"

Within the new Record Type screen, you are able to define what fields will exist within this template. You are able to add, remove and re-order any field types you wish to. Add new fields by clicking the Insert Field button.

Insert Field

As an example, here's a custom record type for an Amazon AWS Access Key:

Example of Amazon AWS Access Key

Field Types Available for Custom Record Types

Field Name

Description

Title

Mandatory field, the title of the record, does not have to be unique

Login

The standard login field, this is used to autofill records.

Password

The standard password field, this is used to autofill records. Only one password field can be present for a particular record. If an account has multiple, use hidden fields or pin codes.

URL

The website address of a record, if included will be used for site matching and autofill.

Email

Email address field, validates the string entered matches an email format.

Two-Factor Code

Keeper can protect and generate 2FA codes for any website or service that supports the use of TOTP (Time-Based One-Time-Passwords).

File or Photo

File attachments can be any type of file, photo, video or other document. An unlimited number of files can be attached to any Keeper vault record. File storage is an add-on subscription. If file storage is disabled, please contact your Keeper administrator or email [email protected].

Notes

Mandatory field. Any free-form notes can be protected in this field such as access instructions or confidential documentation.

Security Question and Answer

Typically used for account recovery, one or more security questions and answers can be stored in a record.

Text

Free form text field, single-line.

Multi-line text

Free form text field, multi-line.

Hidden field

Free form text field, hidden by default.

Pin Code

Alphanumeric code field, hidden by default.

Date

Date field, can be manually input or selected via a date picker, validates the string entered matches a date format.

Hostname or IP Address

Hostname or IP field used to store identification information to devices.

Name

Multiple value custom field. It will add First Name, Middle Name, and Last Name fields to the form.

Bank Account

Multiple value custom field. It will add Account number and Routing Number fields to the form.

Phone Number

Multiple value custom field. It will add phone number and extension fields to the form

Payment Card

Dynamically linked to a Payment card record. Data will be displayed within this record, but the source of truth and ability to edit reside in the original record.

Address

Dynamically linked to an Address record. Data will be displayed within this record, but the source of truth and ability to edit reside in the original record.

All fields can have a custom label associated with them and any field can be marked as a required field. Additionally, masking can be enabled on any non-password field, which will prevent the field values from being displayed by default. The visibility can be toggled via the eyeball icon.

Drag and Drop to sort records

After all needed fields have been added to the page, they can then be sorted via drag-and-drop. Click the Publish button to make it available to all users who have the record type enabled in their role policy enforcements.

Publish a new Record Type

Managing Record Types by Role

To add and remove record types for your users, login to the Keeper Admin Console > Roles > Enforcement Policies and visit the Record Types screen. From here, you can turn on or off different record types on a role basis.

  • By default, a role can use all Record Types

  • If a user is part of multiple roles, disabling a record type in any role will prevent creation of those record types for the user.

  • If all record types are disabled, the user will be unable to create records.

  • If you would like to make a global change for all users, disable the Record Type in the default role.

Enable Record Types by Role Enforcement

Migration Notes

  • The "General" record type is Keeper's legacy record version.

  • A newly created record can be converted between types, however "legacy" records created prior to the launch of Record Types cannot be converted to a Record Type.

  • Converting existing records to Login record type is planned for a later release.