Access Rights Quick Check

Access messages in HP TRIM or RM8 can be confusing to End Users.  It’s useful for End Users to know that by double clicking their name in the TRIM Status Bar will open up their profile to view access rights. To easily see your access rights, double click on your name located at the bottom of the TRIM Status Bar. -> TRIM will open your Location Details information. Click on the Profile tab and scroll through the Permissions.  You have access to perform those with a tick beside them.

Save List Pane Column Space Using Icons

When End Users are familiar and comfortable with their List Pane column headings introduce them to icon only display. As icons use less column space, more columns will fit on the screen for record identification. Our first screen shot, below, displays the full details for the status of a record under the Edit Status column (Checked In, Checked Out), including displaying the column title. To display only icons in a column, Right Click on the Column Heading > Display > Icon. In our example Edit Status is changed to an icon only in the columns.

Add & Remove Icons on Toolbars

This is a useful tip for all TRIM & RM8 end users.  HP TRIM is rolled out across organisations with a default toolbar configured by the TRIM Administrator, which does not always suit individuals preferred ways of working.  But people can easily customise their toolbars to display the icons they like to use and remove icons they don’t use. To add an icon use the Menu to select View -> Toolbars -> Customize, or right-click a Toolbar and select Customize. Explore the Categories group in the Commands Tab to view the different Commands related to them. A description is provided as each Command is selected.   Drag and drop the icon you want to display to the appropriate toolbar.  You can choose the grouping! You can just as easily remove any icons you don’t use by clicking View ->Toolbars -> Customize and dragging and dropping the icon you no […]

Copying a Record list to MS Excel

There are occasions you will be need to transfer a list of records to MS Excel, either to analyse the TRIM list, compare it with external information or simply to provide someone with a list of records from TRIM. TRIM uses the ‘copy’ function to achieve this. Start by conducting a search for the relevant list of records. Format the columns headings to show just those you wish to export (e.g. remove the headings you do not require). Tag All the records. Your search may have returned some records that are not relevant to your needs. If so Tag just the records you want to copy. When you have finalised your selection Right click > Copy > All Tagged Rows. Click OK. In the ‘Copy Record to Clipboard box’ select Yes to All. Open Excel and select A2. Right Click > Paste. The list of […]

Set up a Default Document Record Type

If you mainly use the same Document Record Type when registering your documents into TRIM save time by setting up TRIM to always default to that Record Type when saving directly to HP TRIM. To turn this feature on go to TRIM Tools > Options > Integration Tab. Tick the ‘Always use the default Record Type when doing Save As directly with HP TRIM’. In the box below ‘Use the following Record Type when creating new documents (optional)’ click on the yellow KwikSelect folder and select your default Document Record Type. Click OK to save this setting. To remove this setting when no longer required, go into TRIM Tools > Options >Click on the Integration tab, remove the tick and delete the Record type from the box.

Setting up Dropped Files/Folders

When you have multiple documents sitting in a folder on a network drive that you would like to register to the same container in TRIM its useful to set up the Dropped Files and Dropped Folders tabs in TRIM. The Dropped Files tab establishes the default Record Type and Container for the documents, while the Dropped Folders tab enables you to drag whole folders containing files to TRIM. The files are then checked in as electronic documents to the default container you set up in the Dropped Files tab. This saves registering each document individually. Dropped Files Turn on this feature through Tools > Options and Click on the Dropped Files tab. In addition to the default Record Type and Container you can choose the degree of automation in your check in process. Note that deselecting the ‘Confirm check in action before continuing’ is dependent […]

Displaying “contained within files” in results

HP TRIM has a special feature called “contained within” which allows related records (files, documents, etc.) to appear as shortcuts in an alternative place to their classified “home”.  Simply, when you save a record in one file, you can also make it appear visible in another file.  This is a very useful way to keep associated records together and reduces the need to search separately for them. It ensure the records management principle of having “one source of truth” in maintained. A typical example would be a procurement file.  The Procurement file would hold all the planning and approach to market records.  The final contract would be classified in a Contracts file.  By establishing an alternatively contains relationship the Contracts file could also display relevant Procurement records which would enable the full story of development of the contract to be obvious. To keep these files […]

HP TRIM Tip: Adding TRIM References on the shared drive

There are occasions when the documents related to a project need to be split between the shared drive and TRIM. For instance it may be the project requires the use of linked Excel spreadsheets. To provide clarity for everyone involved it’s useful to use a TRIM Reference in the shared drive to the information stored in TRIM. You can add a TRIM Reference for a single document, multiple documents or complete folders. In TRIM, search for the record(s) you want to add to your shared drive. Tag record(s) and select Send To > Make Reference. Choose where you wish to save the TRIM record to on the shared drive. Click Save. When you open the reference from the shared drive, TRIM will open with the record listed in the display pane. Note:  If multiple records are selected the Make Reference > All Tagged Records dialogue box appears with a choice […]

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