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 […]

TRIM Tip: Use the Template Record Type

Create unique record types that behave as a document template to capture and manage your organisation’s document templates in TRIM. Use this feature to establish a register of all organisational templates – they won’t get lost in the myriad of other regular documents created every day.   End users creating documents based on your templates will be directed to the latest Version of the template, when they double click, their new blank document will launch in the preferred format, ready to complete. If you specify additional information, their document will even have a default printer setting and watermark!

HP TRIM Tip: Alerts

HP TRIM’s Alerts feature is available to all Users. It allows you to define sets of criteria for information that you are interested in and prompts TRIM to send you an E-mail notification whenever a record meets the criteria (e.g. if you are a Human Resources Manager and want to be alerted each time a user creates a new container under the classification of “Recruitment”). Alerts can be triggered by various events in HP TRIM including notifying Users when records have been created, modified or destroyed and when content has been added or removed from containers. You might also set up an alert on a particular electronic document record so that you are notified when another user adds a new revision. If your Administrator has enabled Alerts in your TRIM dataset, you can access and create Alerts via your Tools menu. To create an Alert […]

HP TRIM Tip: Managing Inactive record-types

Reorganising TRIM often yields redundant or out dated record types. They still need to exist, since there are still records in the system. However, we don’t want our users to create new records using old record types. The answer is to make the old record types inactive. This prevents them from showing up in the New dialog box. This is done in the properties of the old Record Type, on the ‘Active’ tab. Set the “Active To” field to the date you want your users to stop creating those records.

Sharing Saved Searches Correctly (TRIM 7.1)

The trick is the Owner field must be blank for the search to be public. NOTE: Only an administrator (or someone with the “Saved Search Administrator” permission) can create a public search or Search Group. A Search Group allows like searches to be grouped together – it does not give a group of locations access. Access is separate.

HP TRIM tip: File-type extension awareness

Older versions of Microsoft Office (pre-2007) use file extensions like *.doc and *.xls. More recently Microsoft has decided to use *.docx,*.docm,*.xlsx,*.xlsm, etc. If you are looking for a word document and filter by file type using *.doc, you will exclude the more recent file types. You don’t need to type all the stars and quotes and dots etc, TRIM takes care of that for you. Just type the extension followed by a space like this…

HP TRIM Tip: Extending searching to all locations within a group

Searching for a specific person, such as the Creator or Author of a record isn’t always useful. You might not know exactly who registered the record, but you are likely to know it was written by someone in a specific group or unit. Extend your search to all Locations within a group by selecting the group from the Locations list and adding a ‘+’ directly after the group name in the Location field. If you don’t know the group name select a person first and use CTRL+J to jump up to the group they are in. The ‘+’ forces the search to look for relevant records of all child locations as well.

TRIM Tip: Using Ctrl+J to find the right group for Security

Remember to use groups instead of granting access to individual users. Start by finding a person you want to give access to. Press CTRL+J to ‘jump’ up a level. You’ll see all the groups the person is a member of. Select the appropriate group and voila! Everyone in the group has access – see our tip called “Simplify Security – Use Groups”.

TRIM Tip: Drag and Drop Options

Make sure you have the right Dropped Files options checked to enable dropped files to be created as Revisions. Tools – Options – Dropped Files Tab – Confirm check in action before continuing Tools – Options – Dropped Files Tab – Display a data entry form when creating a new Records The Check In Document box will then pop-up when you drag and drop. You can then attach your document or pdfs as the latest Revision, thereby keeping the complete history of a document development and approval within a single record.  

TRIM Tip: Make use of Owner Locations

Including the default Owner Location to record forms elevates awareness of the Owner Location field to your end users. Promote constructing saved searches by Owner Location, especially where record types are open access. Staff will limit their search results to records within their business area. They will also feel confident in being the owners of those records.  

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