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 […]

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 […]

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 […]

5 Record Registration Health Checks for Improved TRIM Adoption

TRIM, or any EDRMS, configuration needs to serve two purposes. Firstly the various objects within the system need to enable records managers and officers to effectively manage records. This covers maintaining the records in accordance with legislative requirements, including both retention and security. In addition it includes easily retrieving records or information requested. The second purpose the configuration must serve is creating the recordkeeping environment that will be embraced, or as a minimum not rejected, by staff who must create records. The configuration that makes the life of a records manager easier is frequently not conducive to motivating an end user to create records. Over the years we’ve developed a TRIM training health check. This article looks at five key configuration activities relating to record registration that impact the recordkeeping environment and therefore motivation of end users to use TRIM. 1. RECORD TYPES There is […]

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.

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