Rapidly re-order the View Pane

Both the columns of the List Pane, and the fields of the View Pane are very useful to assist both records teams and End User in rapidly identifying information about a record. Both can easily be reconfigured through the Right Click menu, or the columns can be dragged into position. But are your End Users aware the fields of the View Pane can be dragged up or down into a preferred position with a single mouse? They’ll find it handy to quickly put prime information in pole position when the relevance of the fields changes between varied sets of records.

Preventing Unknown (Ghost) Locations

Ghost Locations most often occur when an e-mail is saved into HP TRIM/RM. When an email is catalogued TRIM/RM attempts to find a Location that has a matching email address for the sender of the email, and if a match is not found then a Ghost Location is created. It is up to a System Administrator to manage and clean up these Ghost Locations. Here are 3 tips for minimising the creation of Ghost Locations. 1. Disable auto contact creation when cataloguing emails System Options -> Record Tab -> uncheck Convert all recipients to contacts for the Record. You may lose some desired recordkeeping functionality if you decide to disable this option. 2. Only automatically add email contacts if the Locations exist System Options -> Record Tab -> check both Convert all recipients to contacts for the Record & Only add recipients as contacts if […]

Customise your Shortcut Keys

You can customise your Shortcut keys to suit the way you work. View existing keyboard shortcuts by selecting View > Toolbars > Customise > Keyboard tab. To add a shortcut key to a command select the Category from the drop down menu and scroll to the command you wish to add a shortcut to. In the Press New Shortcut Key field add the keyboard combination keys and click the Assign button. The new shortcut key will display in the Current Keys field and be available to use. E.g. under Category Location scroll to Member Locations > add CTRL+B > Assign.

Toolbar customisation for single or multiple icons

Are your TRIM icons too small to see or so big that you can’t fit your toolbars on the screen? Or are you unsure what the icon is for? You can change the appearance of TRIM icons to suit your personal preferences and even display the icon text, which is handy for new starters. Go to View – Toolbars – Customise, or right-click a toolbar and select Customise. The Customise dialog box will appear. Select the Toolbars tab and check the box for the toolbar you are customising. Check the options below the toolbar list to make the required changes. The selections will apply to all icons on the toolbar. Where you wish to only display the text for some icons on toolbar, check the toolbar and Right Click on the icon. Choose Image and Text. Only that icon will now appear with text.

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 […]

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