TRIM Advanced Procedures Prepared by
Education & Compliance Officer (Corporate Records)
Last Updated
July 2015
Review Date
July 2017
Contents Edit documents in TRIM ..................................................................... 3 Checking Revisions in TRIM ............................................................... 5 Emailing the TRIM link & Opening a TRIM Link ..................................... 7 Revision numbers to appear in column formatting .............................. 10 Editing from an emailed TRIM link .................................................... 12 Searching in Specific Record Types ................................................... 14 Making a document Final ................................................................. 17 Restoring a previous revision in TRIM................................................ 19 Opening Zipped folders in TRIM using HP Document Viewer ................. 21 Opening Zipped folders in TRIM using Windows Explorer ..................... 23 Check Out & In Documents in TRIM .................................................. 25 Creating a new version of a document............................................... 28 Setting up Linked folders in Outlook .................................................. 30 Sending Multiple Files to TRIM (Manual process) ................................. 32 Sending Multiple Files to TRIM (Click and Drag) .................................. 35 Sending Multiple Files to TRIM (document queue process) ................... 38 Moving Documents from SharePoint to TRIM ...................................... 45 Setting up Alerts ............................................................................ 49 Opening multiple TRIM records from a spread sheet or table ................ 50 TRIM Sending bulk emails (to one folder) .......................................... 52 Copying reports to Excel .................................................................. 54
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TRIM ADVANCED PROCEDURE Procedure No. 1
Edit documents in TRIM
1. Open TRIM and locate the document that you want to edit (do not open the document at this point).
2. In order to edit the document there are two options: a. Right mouse click on the document and select Edit
b. Go to the tool bar and select the ‘edit’ icon
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3. Please note that if someone else is already editing the document there will be no edit option when you right mouse click or if you go to click on the edit icon on the tool bar it will be greyed out. If this happens you will need to check back later in order to edit the document. 4. Once document has opened you may now edit the document as required. 5. When you have finished editing the document save the document and close it. TIP: You can preview the current document or the previous version quickly by clicking on the Preview or Previous tabs in the view pane.
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TRIM ADVANCED PROCEDURE Procedure No. 2
Checking Revisions in TRIM
Note: Only documents that have been edited at least once in TRIM will have the Revisions tab option. 1.
Open TRIM and locate the document.
2.
Right Mouse Click - click on Properties
3.
Click on the Revisions tab
4. A list of revisions can be found - with Date and Time modified. Select the revision number required and double click.
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5.
Click on View
6.
When finished reviewing the document close it down - click OK
TIP: You can preview the current document or the previous version quickly by clicking on the Preview or Previous tabs in the view pane.
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TRIM ADVANCED PROCEDURE Procedure No. 3
Emailing the TRIM link & Opening a TRIM Link
1. If you need to email a TRIM document in order for others to edit or view – the best and safest option is to email the TRIM link. 2. Locate the document you need to email (do not open). 3. Right mouse click on the document – Send to
4. Click on Mail Recipient
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5. A form box will appear – make sure that you tick the HP TRIM Record Reference Number only - to send the TRIM link. Click on Electronic Document to send a copy of the document.
6. Click OK
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7. Fill in email details as per usual – e.g. name and then click send 8. If you receive an email with a link to a TRIM document - to open double click on the TRIM document name.
9. Click on open
10.
The document will now open in TRIM and you will be able to edit it
or view it if desired. To view double click or right mouse click and select view.
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TRIM ADVANCED PROCEDURE Procedure No. 4
Revision numbers to appear in column formatting
It is possible to make an extra column in your view pane in order to see the revision number of the document (if applicable). 1. Right mouse click on the column heading row
2. Select Format Columns 3. Column Preferences dialogue box appears
4. Scroll down to find Revision Number and click add
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5. You can move the displayed column up or down if required to change the position in the column. 6. Click OK 7. Revision number now appears on column listing
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TRIM ADVANCED PROCEDURE Procedure No. 5
Editing from an emailed TRIM link
1. Open the email received with the TRIM link attached 2. Double click on the TRIM attachment
3. The document will open in TRIM 4. Right mouse click on the document 5. Click on edit (if there is no edit option it means that the document is already being edited by someone. Go back to it later).
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6. If you are editing the document make sure that the track changes option is selected. Go to Review – click on Track Changes
7. Edit the document as required. 8. To add comments click on the New Comment Tab in the Review Toolbar
9. When you have finished editing the document, click on save and close. 10.To save document in your Favourite Records, highlight and click on the F4 button. 11.To check previous revision numbers see procedure no. 2
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TRIM ADVANCED PROCEDURE Procedure No. 6
Searching in Specific Record Types
1. If a TRIM user is a member of a number of Access Control Groups (ACG) it can be difficult at times to search and get the results that you are searching for. 2. It is possible to narrow a search down to search only within one specific Access Control Group (ACG) – e.g. the ACG Policy Library using a ‘Record Type’ filter. 3. Open TRIM 4. Click on Search 5. Click on Find Records – the Search for Records box appears 6. Click on the Yellow quick search box to begin to narrow the search
7. Select Text Search and click the + to expand University of Southern Queensland | TRIM Advanced Procedures
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8. Click on ‘Any Word’ 9. Click OK 10. In the Equal to box type your search term, e.g. “Faculty Boards”
11. To narrow the search to a certain Record Type click on the Record Types tab 12. In the white space in the open box right mouse click and click ‘untag all’ 13. Tick the Record type
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14. Click OK
TIP: Click in the ‘Save as Default Record Type Filters’ if you want TRIM to only search in the USQ Policy Library record types by default. This is useful when doing large amounts of work – remember to untick the default box when finished.
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TRIM ADVANCED PROCEDURE Procedure No. 7
Making a document Final
1. It is possible to make an electronic document in TRIM the final revision. 2. A record can be set to either Draft/Working or Final. 3. Once set as final, no more revisions can be made to the record, this includes not being able to check out a document for editing. 4. Search for the document 5. Right click the record and select Electronic – Final
6. Select one of the following options from the Finalise Record dialogue box: a. Draft/Working document – can still edit document b. Final – will make document final and not able to edit (keeps a record of revisions)
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c. Final and remove any previous Revisions – makes final and deletes all previous revisions.
7. Click Ok 8. To remove final status: a. b. c. d. e. f.
Search for the document Right mouse click the record and select Electronic – Final The Finalise Record dialogue box appears Select Draft/Working Document Click OK TRIM removes the status Final and makes the document a working document/draft
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TRIM ADVANCED PROCEDURE Procedure No. 8
Restoring a previous revision in TRIM
1. It is sometimes necessary to restore a previous revision of a document in TRIM and to make it the most recent document or version. Please note that only staff that are ‘Information Managers’ have permission to do this process. 2. Right mouse click on the document you wish to restore to an earlier version 3. Click on Electronic
4. Click on Promote Revision
5. Select the revision you wish to make the original document (most recent version) University of Southern Queensland | TRIM Advanced Procedures
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6. Click OK – it is now the latest version of the document.
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TRIM ADVANCED PROCEDURE Procedure No. 9
Opening Zipped folders in TRIM using HP Document Viewer
1. Locate the zipped file that you want to open in TRIM
2. Double Click on the highlighted file or right mouse and click on View 3. The HP Document Viewer will appear listing the folders within the zipped folder
4. Go to File and click on Launch
5. The Zipped folder will open in the HP TRIM Windows Temp folder University of Southern Queensland | TRIM Advanced Procedures
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6. It is now possible to open and access the file and documents as needed.
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TRIM ADVANCED PROCEDURE Procedure No. 10
Opening Zipped folders in TRIM using Windows Explorer
1. The TRIM viewer needs to enable the opening of zipped folders 2. Go to Tools – Options – Viewer
3. Scroll through the list to check to see if there is a ‘zip’ file type 4. If there is proceed to no. 8 below 5. If there is no ‘zip’ file type go to the add dialogue box
6. Type in ‘zip’ and click on the Add button
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7. Click on OK 8. Locate the zipped file that you want to open in TRIM
9. Double Click on the highlighted file 10.It is now possible to open and access the file and documents as needed.
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TRIM ADVANCED PROCEDURE Procedure No. 11
Check Out & In Documents in TRIM
This function is useful when you need to work on a document for a long period or you want access to it off campus as it sits in the ‘Offline Records’ area in TRIM. For normal editing use the ‘edit’ option in Procedure no. 5 4. Open TRIM and locate the document that you want to edit. 5. Right Mouse Click on the document name 6. Select Check Out
7. Select Offline - click OK
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8. Access the offline record by clicking on the shortcuts tab - Trays Offline Records
9.
Right Mouse Click - select Open
10.
Proceed with editing of document
11.
When finished editing click on Save - then close document
12.
Right Mouse Click on document and click on Check In
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13.
Select Make a New Revision
14.
Document is now checked in to TRIM and updated
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TRIM ADVANCED PROCEDURE Procedure No. 12
Creating a new version of a document
Note: A new version is different to a revision. When you create a new version you are creating a brand new document (not revising an existing one). 1. Locate the document you need to create a new version of in TRIM and highlight
2. Right mouse click and select New – New Version
3. To keep the existing document as the new version – select OK
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4. To use a different document tick the “Use the following document to start off the new version” box 5. Click on the document icon and browse your computer to locate the document
6. Once document found – select Open
7. A new version has been created – with the same record number but with version numbers in brackets. Rename version two title if appropriate or leave as is.
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TRIM ADVANCED PROCEDURE Procedure No. 13
Setting up Linked folders in Outlook
It is possible to link a folder in Outlook in order to immediately send emails into TRIM. 1. Go to Outlook 2. Click on HP TRIM drop down box 3. Click on Manage 4. Right Mouse Click - Click on New linked folder 5. Click on New 6. Title the folder - e.g. PN** 7. Click OK 8. Select Record Type - e.g. Corporate Document
9. Select Container/Folder in TRIM - e.g. PN/39
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10.
Click OK
11. Select “Delete messages when catalogued in HP TRIM” if you want messages automatically deleted. 12.
Click OK
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TRIM ADVANCED PROCEDURE Procedure No. 14
Sending Multiple Files to TRIM (Manual process)
To send multiple files (could be Word, Excel, PDF etc.) from your drive to TRIM. Before commencing this process set the default document type: 1. Go to TRIM – Tools – Options – Dropped Files 2. In the default record type field select Corporate Document (or select the alternate document type required) – Click Ok 3. Locate the files on your computer drive 4. Highlight all of the files
5. Right mouse click on one of the files and Send to < HP TRIM
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6. The ‘Process Documents in Folder’ dialogue box will appear
7. It will show a list of all of the documents/files to be sent to TRIM (this will be the list previously highlighted). At the moment all of the documents are only sitting in TRIM in ‘draft’ status. 8. It is necessary now to ‘Check In’ the draft documents 9. Right mouse click in the white space and select ‘Tag All’ 10.Highlight one of the files and right mouse click < Check In
11.The New Record Form will appear. University of Southern Queensland | TRIM Advanced Procedures
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12. Check the Title 13. Select the File Folder for the document – either enter the Record Number or do a search by clicking on the yellow KwikSelect
14. Click OK 15. After each entry is completed the Record type box will reappear and it is necessary to go through step 9-13 for each document. 16. When finished close down the document queue
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TRIM ADVANCED PROCEDURE Procedure No. 15
Sending Multiple Files to TRIM (Click and Drag)
To send multiple files (could be Word, Excel, PDF etc.) from your drive to TRIM by clicking and dragging. Before commencing this process set the default document type: 1. Go to TRIM – Tools – Options – Dropped Files 2. In the default record type field select Corporate Document (or select the alternate document type required) – Click Ok 3. Ensure that both TRIM and Windows Explorer are opened on your PC 4. In TRIM navigate to the folder that the files will be sent to (do a search or type in the TRIM record number) 5. In Windows Explorer navigate to the files that are to be sent to TRIM 6. Highlight all of the files in Explorer
7. Left click on the mouse and drag them on top of the folder in TRIM (you will see a plus sign as you hover over the folder) 8. The ‘Process Documents in Folder’ dialogue box will open and the status of the documents will be ‘Draft’
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9. Right Mouse Click in the white space and select Tag All
10.Right Mouse Click and select Check In
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11. In the ‘Process Documents in Folder’ box the status will have changed from ‘draft’ to ‘original’
12. The documents will now have been added to the selected folder in TRIM
13. When finished close down the document queue
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TRIM ADVANCED PROCEDURE Procedure No. 16
Sending Multiple Files to TRIM (document queue process)
To send multiple files or a folder (could be Word, Excel, PDF etc.) from your drive to TRIM:
1. Locate the folder (and contents) on your drive or the files on your drive that are to be sent to TRIM 2. Right mouse click on the folder and click on Send to < HP TRIM or highlight all of the documents and click on Send to < HP TRIM 3. The ‘Process Documents in Folder’ dialogue box will appear
4. Right Mouse Click and select ‘Create Document Queue’
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5. The ‘New Document Queue’ dialogue box appears
6. Enter a meaningful name for the Document Queue and tick the Allow automatic processing of this Document Queue box, click on Next
7. Click on the yellow KwikSelect button to choose the Document Type (Corporate Document) 8. Click on the yellow KwikSelect button to find the folder (container) which the documents will be sent to, click on Next
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9. Enter the document extensions to match the type of documents that are being sent to TRIM, e.g. doc; docx; xls; xlsx; pdf, click on Next
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10. Click on the ‘Attempt to update with as litter user interaction as possible’ box, Click on Finish
11. Right mouse click and go to Options 12. The Options box will appear (see below) 13. Select the Record type by clicking on the Yellow KwikSelect button (Corporate Document) 14. Select the default folder (container) – It will be the same as in step number 8 above 15. Go through the options – if you want the document deleted from the drive as it is going into TRIM select the ‘Delete document after it has been processed’ – otherwise – click OK
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16. Right Mouse Click on a document and select Tag All 17. Right Mouse Click on a document and select Check In 18.The documents will all automatically go into the chosen folder in TRIM and the status on the Processing window will change to ‘Original’
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19. It is critical that when you have finished processing the documents in the queue that the documents queue be turned off. If this doesn’t happen all documents will continue to go into the folder selected for the document queue.
20.Go to Tools 21.Click on Options 22.Select the Dropped Files tab
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23. Highlight the Default Record Type and delete
24. Highlight the Default Container and delete 25. Click OK
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TRIM ADVANCED PROCEDURE Procedure No. 17
Moving Documents from SharePoint to TRIM
It is possible to send documents in SharePoint into TRIM through the Explorer shortcut in Library Tools. For this function to work Internet Explorer will need to be the web browser.
1. Navigate to the SharePoint Site 2. Within the SharePoint Site go to the ‘Library’ tab
Note: if the Library Tools isn’t visible, tick the “Type” box or highlight a document. Then the “Library” tab will appear – click on the Library tab.
3. Click on the Open with Explorer icon
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4. This will open the document within Windows Explorer:
5. Highlight the document(s) to be moved to TRIM. Right mouse click – Send to – TRIM
6. The documents are sent to TRIM and appear in a document queue in ‘draft’ status
7. If they are all going to the same folder in TRIM - Right mouse click and select tag all. If they are going to different folders, do not tag all.
8. Right mouse click – Options 9. In the Dropped Files tab select the default Record Type (e.g. Corporate Document) 10. Select the default container or folder (search using the yellow quik search button if necessary)
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11.If you tick “Confirm check in action before continuing” you will need to confirm the action for each document. If you want the entire batch to go to the file at once, don’t tick the box.
12.Click OK
13.TRIM now returns to the document queue. Right Mouse Click – Check In
14. All documents have been ‘checked in’. You can verify this by noting whether the first status column has changed from ‘Draft’ to ‘Original’
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15.Before exiting the document queue screen you need to remove the default folder from Dropped Files 16.Right Mouse Click – Options
17.Highlight and delete the Default Container – Click OK
18.Exit the document queue screen (click the ‘x’ on the upper right corner of the TRIM Screen).
19. Don’t forget to go back to the SharePoint site and delete documents as appropriate.
TIP: You can also click and drag directly into the Folder/Container in TRIM. Then proceed from procedure no. 6 above.
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TRIM ADVANCED PROCEDURE Setting up Alerts
Procedure No. 18
1. Go to Tools > Alerts 2. Right Mouse Click in the window and select New Alert. The Alert creation wizard appears 3. Select the event you want to receive an e-mail notification for:
Record Creation – when records are modified Record Modified – when records are modified Record Destroyed – when records are destroyed Contents added to folder – when records are placed within a folder Contents Removed from Folder - when records are removed from a container Electronic Document Event – when electronic attachments to records are attached, removed, modified, checked out and checked in.
4. Click Next. The Alert Condition page appears. 5. Select the alert condition to apply. It sets under which circumstances you will receive e-mail notifications. The appropriate field type for you to enter data will appear according to the type of item you select:
For For For For For
any records records within the Container records that have a Record type of.. records that have a classification of … records with Title or Notes containing the word…
6. Click Next 7. Select the optional condition you want to apply for receiving email notifications. The appropriate field type for you to enter data will appear, according to the type of item you select. 8. Click Finish University of Southern Queensland | TRIM Advanced Procedures
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TRIM ADVANCED PROCEDURE Procedure No. 19
Opening multiple TRIM records from a spread sheet or table
If you need to open multiple TRIM records from a spread sheet or table – there is a quick way to process this. 1. Go to the Word or Excel document that contains the list of TRIM Record numbers 2. Highlight and copy (CTRL + C) the list of TRIM record numbers that need to be opened in TRIM
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3. Go to TRIM > click on the Records Work Tray (In Favourites shortcuts).
4. Right mouse click in the list pane and select paste.
5. TRIM will display a list of records enabling you to use the normal TRIM functions.
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TRIM ADMINISTRATIVE PROCEDURE Procedure No. 20
TRIM Sending bulk emails (to one folder)
1. Go to Outlook 2. Go to the Add-ins tab 3. Select the folder in Outlook that contains the emails that are to be sent to TRIM 4. In the add-ins tab go to HP TRIM click on the black arrow and select Current Folder: (Folder name)
5. Click on create link 6. Record type will be – corporate document 7. Find the container (folder) in TRIM that you want the emails to go to. Tick boxes below if you want the entry form to display or if you want to delete messages automatically.
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8. Click OK 9. In order to send all of the existing emails to this folder – you will need to do another step to clear the back log. 10. In Outlook go to the add-ins tab and go to HP TRIM – select the black drop down arrow and click on clear backlogs. (Warning: if there are a large amount of emails this could take a long time – during this time Outlook and TRIM cannot be used)
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TRIM ADMINISTRATIVE PROCEDURE Procedure No. 21
Copying reports to Excel
1. Open TRIM 2. Run a search on the report that you need in TRIM – e.g. contents of a folder 3. Format the columns by right clicking on the column headings to include the data or details that you need in the report, e.g. author, creator, title, notes field etc.
4. Tag all items to be included in the report
5. Right mouse click on a document and select copy
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6. Open up an Excel spread sheet 7. Click into the document and right mouse click – paste 8. Details from TRIM will be copied into the Excel spread sheet. 9. Format spread sheet as required and Save spread sheet as required.
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