TRIM / RM Tip: Automate Version Numbers

TRIM and RM provide the option to use automated version numbers when creating a new version of a record. This is activated in the properties of the Record Type. This will enable end users to create a New Version of a document, with the record inheriting the original record number with [V1] ([V2], [V3] …) displayed at the end. This is useful for end users when updating published policies and procedures. The end user can then easily navigate to previous versions or the latest version. To activate version numbering visit the “Numbering” tab. Check the box at the bottom of the pane.    

TRIM Tip: Simplify Security – Use Groups

Make adding regularly used list of people to an Access Control easy by creating a Workgroup of those Locations. Your users will find security much easier to work with. NOTE: You must have the “Limited Modification of Internal Locations” permission at a minimum to Create and modify a group or workgroup. The only difference between the two is that groups can be internal or external while workgroups can only be internal.

TRIM Tip: The best way to use templates

Commonly users will open a record, make changes and then ‘Save As…’ a new document. This runs the risk of saving over the original document. It’s worth reminding your users to double click the record to open it in Read-Only mode. That way they can save anytime without affecting the existing document. Additionally, it might be easier to delete all the specific text (like names and numbers for example) and save the record as a template (.dot file for MSWord).

TRIM Tip: Creating automated parts for Folders

An advantage of electronic document management such as TRIM provides, is not having to create a new folder part when the physical thickness of a folder is too great to handle. However when it comes to closing of these records processing very large volumes of electronic documents within a folder can burden the system. Conveniently you can set your Record Type to automatically create a new ‘part’ when the number of documents exceeds a set limit; for example when a folder contains 500 documents. This also ensures that folder records consistently become inactive and are triggered for closing. These ‘Automated Part Rules’ are set in the Record Type Properties -> Numbering tab.

TRIM Tip: Creating order in Actions

Actions order alphabetically.  This means the Actions that belong together as a natural process with optional steps can become jumbled up and confusing to use.  You can simply add order for ease of use by prefixing group actions with a character (_,*, #, etc).  Alternatively if the action group is specific to a department use the department code or process name as the prefix.

TRIM Tip: Action Tracking

Frequently when using Actions to delegate work it’s best to set the responsible location to a Team or Business Unit rather than an individual. The Action can then be reassigned to the individual who will manage it. To find Team based Actions set up a saved search. The team leader is responsible for running the search daily, checking Actions and allocating to an individual. If the team leader is absent the second in charge can still access and act upon their team responsibilities. A practical use of TRIM to create effective workflows…

HP TRIM Tip – Favourites Tab

Make sure your TRIM users are making full use of the Favourites tab on the Shortcuts Bar. For instance, adding frequently used Classifications to Favourite Classifications makes titling records easy. Start the record creation from the Favourite Classifications, right click on the required Classification and select New -> New Record and the Classification will automatically be applied to the New Record form. Also, in cases where users are having trouble determining what Classification to use refer them to the Scope Notes, which can be viewed easily by hovering the mouse over a specific Classification.

TRIM Tip: A different Alternatively Within tip

Traditionally when creating an Alternatively Within relationship between records we have either used the Right Click menu or the Related Records tab on the Properties window. Another way this can be done is by using Browse Via Classifications to find the document and the folder you would like it to be alternatively contained within. Right Click and Hold the mouse button whilst dragging the document to the container. When the container is highlighted release the mouse button. A menu will appear with 3 options, Relate, Put in Container and Put in Alternative Container.

TRIM Tip: Personalising the Shortcuts Bar

Keep up the reminders on using the various Trays in the Shortcuts Bar. They really do make your End Users life much easier by enabling them to personalise their work environment and manage workflow. By assigning records to yourself they will appear in your In Tray. That way you can easily distinguish documents you are currently working on from Favourites (which can be better used for documents you need to refer to regularly). Other people accessing the record can also see that you are currently responsible for it. By adding a Due Date (Right Click – Details – Dates) to the assigned record, and displaying Due Date as a column in the Results Pane, you can sort the column to easily prioritise your work.  

TRIM Tip- Turning Shortcut Bar Back On

As Power Users of the TRIM System it is easy to forget that End Users frequently find themselves stuck on the simplest of problems.  One of the common questions that End Users ask in training is, “How do I turn my Shortcut Bar back on?”  Remember to occasionally send your End Users really simple TRIM tips for problems like this.  Overcoming their little hurdles will give them a much more positive experience.

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