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.

A workman and his tools – The EDRMS myth

“A bad workman will never find a good tool” (French proverb, late 13th C.). For seven centuries we’ve recounted this proverb, passing it down from generation to generation. The delightful 17th century English version is “A bungler cannot find (or fit himselfe with) good tooles”, and today we tell our children (and often our partners!) “A poor workman blames his tools”. It’s something that you say when someone blames the objects they are using for their own mistakes, such as “This oven burns everything” or “This hammer slides off the nail head”. I’m going to say it right now, clearly and loudly, about EDRMS’s. If your EDRMS does not work for your organisation, then look firstly to the workman, not the tool, for fault. How can I be so sure? Because at least one person in almost every one of the organisations I have worked […]

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”.

Using a service culture to drive EDRMS adoption

We know that sponsors and stakeholders who believe in improved productivity and risk reduction from implementing an EDRMS have a significant positive impact on the implementation, and those who disbelieve have a fatal impact on success. We also know that involving general staff within the business in the project team and utilising the functionality of the EDRMS to align business processes with good recordkeeping practices heralds increased success rates. In our quest to find successful EDRMS implementations and explore what makes them successful, the discovery of information management units which not only espouse these views but also practise them with a willing business partner has so far been difficult. It was a delight, therefore, to talk with Maria Kepreotes, Information Services Manager, NSW Crown Solicitor’s Office in the second of the series of interviews we are completing with effective EDRMS project and information managers. The […]

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.  

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.

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