Web Client Accessing the Web Client

Basic Screen View

HP Records Manager can be accessed from an iPad, iPhone, laptop or other mobile device using the web client. Accessing HP Records Manager from these devices will not provide all the functionality normally available from your desktop computer however it can be useful if you are in a meeting or travelling. The URL to enter in your browser is:

https://records.newcastle.edu.au

Note! HP recommends that you use the below browsers and Operating Systems, however Google Chrome is NOT Supported by UoN. Component

Requirement • Google Chrome 35.0.1916.38 • Microsoft Internet Explorer 9 • Microsoft Internet Explorer 10*

Browser

• Microsoft Internet Explorer 11* *with Document Mode set to Internet Explorer 9 standards, which is default • Mozilla Firefox 29.0

Smartphone Tablet

iPhone/iOS 7.0 running Google Chrome 35.0.1916.38 iPad/iOS 7.0 running Google Chrome 35.0.1916.38

You will need to be a registered TRIM user to access the system. You will be prompted for your University logon details. Note! If you require access to the Web Client and you are outside the UoN network, you will need to install a VPN client. Please contact x17000 to request the VPN software.

Quick Reference Guide – Web Client

Favourites and Recent Documents You can access your Favourite Records and 25 Recent Documents / Containers from the left hand menu

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Web Client Basic Searching

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You can perform a Quick Search by entering a Title Word or a Record Number in the Search Query field

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The results will be displayed in the main window and information relating to the highlighted item will be displayed in the lower half of the screen The number of results returned will also be displayed

Note! You must enter the search term in the same order that has been used in the title E.g. John Citizen may not return results – Try Citizen John or Citizen then click on

Wildcards When searching you may use any of the following “wildcards”: EXAMPLE WILDCARD SYMBOL

?

FUNCTION

To denote a single character

SEARCH CRITERIA

Wa?t

RESULT Would return searches for wait, want, wart, waft, etc. I.E. all possible 4 letter words.

*

To denote any string of characters

Quick Reference Guide – Web Client

Wa*t

Would return a much larger response, including all of the above plus walnut, warrant, wackiest etc.

Form Searching A ‘Form Search’ allows you to perform a structured search using multiple criteria such as Title Word and Date Registered. • •

Select Form Search from the Search Type field by clicking the drop down arrow. At the end of the Search Criteria field click on the ellipsis (…) icon.

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Web Client You will be presented with a Record Form Search window

Description of the Search Fields

Field

Note! This search method only performs the search as ‘AND’ clauses E.g.

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Title = Information Management AND Date Registered is between 1/6/2015 – 24/6/2015 AND Record Type is Electronic Folder

Title Notes

Enter the relevant search criteria Click Search

Content

Assignee Container External ID Date Created Date Registered Owner Location Record Type Expanded Number

Quick Reference Guide – Web Client

Description Allows a user to search for any information entered into the Title field of a record type. E.g. Legal Advice Allows a user to search for any information entered into the Notes field of records. Allows a user to search for any word or phrase within the content of a document that has been scanned using Optical Character Recognition (OCR) or within born digital documents such as Microsoft Word documents, Excel spreadsheets or email. Allows a user to search for any documents or folders assigned to a person. Allows a user to search for the containers (folders) they have recently contained documents in. Allows a user to search for external references applied to records. Allows a user to search for the date a record was authored or signed. Allows a user to search for the date records were registered into HP Records Manager. Allows a user to search for records owned by an individual business unit. Allows a user to filter searches to specific record types, e.g. Contract. Allows a user to search for any records by a number, e.g. FOL/2013/01000 to FOL/2013/02000.

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Web Client Refine a search You can refine your search results if there are too many records returned • • •

Right Click in the List Pane Select Search Refine Search

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Click Add a Search Clause

Quick Reference Guide – Web Client

Your recent search methods will be displayed at the top • •

Click the sign to expand the categories Highlight the required method

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Web Client If the search field is s Location •

Type the person’s SURNAME in the Browse Field and click the

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Highlight the required person Click OK

icon

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Check you have selected the correct name Clicl OK

Note! You can choose between using ‘And’ or ‘Or for each search criteria Once you have added all the required search clauses • Click Search

Quick Reference Guide – Web Client

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Web Client Advanced Search • • •

Select ‘Record’ in the Object Type Select ‘Advanced Search’ from the Search Type field by clicking the drop down arrow. At the end of the Search Criteria field click on the ellipsis (…) icon.

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Click ‘Add search clause’

Quick Reference Guide – Web Client

Your recent search methods will be displayed at the top • Click the sign to expand the categories • Highlight the required method • At the bottom of the window, complete the relevant data for the selected search method • Click OK

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Web Client The entered criteria will be listed in the Search for Records window •

Click ‘Add search clause’ to add another search criteria

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Enter the relevant details Click OK

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Continue to click 'Add search clause' until all required criteria is entered Select 'and' or 'Or' Click Search once all criteria has been entered

Refer to Refine a Search to add additional criteria

Adding items to Favourites • • • •

Quick Reference Guide – Web Client

Locate the required record Highlight the Record Right Click Send To > Favourites

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Web Client Viewing Contents of Electronic Files

Preview Documents

To view the contents of an electronic file

To preview an electronic document

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Highlight the file Right Click Select Contained Records

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Highlight the document Click Preview

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The document preview will be displayed Click the download to open the document Click the arrows to close the preview

Note! If there are sub folders you will need to perform the same action to view the contents of each sub folder

Quick Reference Guide – Web Client

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Web Client Viewing Documents

Navigating between windows

To view an electronic document

Each time you perform an action in the Web Client it will open a new tab within the application.

• • •

Highlight the document Right Click Select View

You can navigate between the tabs to move back and forth between the information you have accessed. You can close unwanted tabs by clicking the

The document will download according to the browser you are using •

Click the downloaded item to open the document

Quick Reference Guide – Web Client

on the relevant tab

Create a Folder (Container) •

Click Record (Under the ‘NEW’ Menu)

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Web Client • •

Select the required Record Type Click OK

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Click the icon to display a list of available Classification Terms Select the relevant Term

Note! You must select at least a second level term •

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Click OK

Enter the relevant information (Metadata)

Note! Fields marked with an * are mandatory

Quick Reference Guide – Web Client

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Web Client •

Enter a Free Text Title

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Click Save

Access Control New Electronic Folders require Access Control to be entered at the time of creation Note! The Web Client does not allow amendment of Access Controls, therefore when a new folder is created it will be open to ‘everyone’. If access control needs to be applied, this will need to be done in the TRIM client or you can contact Records Management for assistance. •

Click the

• • •

Place a tick in all fields Click Container Click OK

icon

The folder will be created

Quick Reference Guide – Web Client

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Web Client Create a Document

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Select the relevant record type – e.g. Electronic Document, email etc.

Note! The TRIM Web Client does not integrate with any business applications. You must have the document saved to your local or share drive in order to upload it. •

Locate the folder you want to save the document in (Take a note of the Number, or copy from within the properties pane)

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Navigate to the New Menu (In the left panel) Click New > Record

Quick Reference Guide – Web Client

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Web Client •

Enter the document name

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Click the

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Click Browse

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Locate the document Click Open

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Click Save

icon to upload your electronic document

Quick Reference Guide – Web Client

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Web Client Edit a Document • • •

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Locate the document you want to edit Right Click Check Out

Click OK

Note! Remember where you save the document so you can check in the changes. •

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Click Save to complete the process

It is recommended that you only edit one document at a time to avoid getting them mixed up •

Click OK

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The document will download according to the browser you are using Click Open

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Edit the document as required

Your document will be created

Quick Reference Guide – Web Client

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Web Client

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Click File Note! Remember where you save the document so you can check in the changes.

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Click Save

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Close the document

Click Save As

Quick Reference Guide – Web Client

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Web Client

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Go back to the document in the Web Client Right Click > Check In

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Click on the

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Navigate to where you saved the document Highlight the document Click Open

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Click Save

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Click OK

icon

Click Browse

Quick Reference Guide – Web Client

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Web Client • •

Select Make a New revision (Default) Click OK

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Make the required changes Click Save

Change a Title You can change the title of a record if you have made an error or if you need to add additional information • •

Right Click on the record (document or folder) Click Properties

Adding Notes You can add notes to a record to provide additional information about the content / context of the record. • •

Quick Reference Guide – Web Client

Right Click Details > Notes

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Web Client • • •

Click Insert User Stamp Type your note Click OK

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The results will be displayed in a new window Right Click > Print

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Select the printer for physical printing or select Adobe PDF to save to your computer

Print Search Results • •

When the search results have returned Right Click on the Tab > Click Feed

Quick Reference Guide – Web Client

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Web Client Adding Additional Columns • •

Click on any down arrow on the column headings Click Format Columns

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Drag the required item from the left column and drop it into the right column (To remove a column reverse this process – drag from right to left)

Quick Reference Guide – Web Client

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Move the selected items up or down using the Move Up and Move Down buttons Click OK when done

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You can also drag and drop the columns to move them around once added

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