TRIM Upgrade 2020 (Micro Focus – Content Manager)

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Overview From Monday 25th May a new version of TRIM will be made available for all TRIM users. The good news is that, for the most part, the change is very subtle, the main thing you may notice is the change of name of the software from HPE Records Manager to Micro Focus Content Manager. There are a couple of improvements described below.

Summary of Improvements

Attached is a copy of the “What’s new in Content Manager 9.4. Much of this will not apply to general TRIM users at UNE, however please feel free to read and contact Records (records@une.edu.au) if you would like more information. Changes that are most relevant to us are listed below. (Details follow)

1. Check in Styles (Outlook Integration) – The introduction of Check in Styles will allow users to have ready-made Check in options (from Outlook to TRIM) which can be used with or without Outlook Folders.

2. Recycle Bin – In the past if a document was saved in error the user

would have to email Records to have it removed. Now users can do it themselves by simply allocating the record to the Recycle Bin.

3. User Labels – You can now set up your own ‘filing system’ in TRIM

using Labels. Assign labels to the items (Documents, containers) that you need to easily find. You can then have structure (like a share drive

mailto:records@une.edu.au

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if you want) that is your personal system. NB – Records must still be saved to their container in TRIM but you can use the User Labels to make this much easier for you.

4. Edit from Records View Pane – You can now edit meta data (such as

Title, and container) from the Records View Pane – look for the ‘pencil’

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Changes to Features Outlook Integration Adding Check in Styles There has been some change to how Outlook links to TRIM. You can still drag and drop an email from Outlook into TRIM but the way you link a folder in Outlook to a container in TRIM has changed. In fact you don’t have to link to a specific folder, instead you can create a ‘Check in Style’ that you can use in conjunction or separately to a folder in Outlook.

1. Go to Content Manager Ribbon

2. Click on

3. The Content Manager – Check in Style panel will appear

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4. Click on the

5. The new Check in Style Window will appear 6. Complete the Name, Record Type, Container fields

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7. You can set the record to also ‘appear’ in another container (please talk

to Records’ if you want to know more 8. Addressee does not need to be completed 9. The ‘Show check in dialog’ radio button should be ticked 10. The ‘Delete after check in’ radio button is optional. By ticking this option

your email will be moved to the deleted box in Outlook 11. You can choose to only file the attachments of the emails by ticking the

‘Only Catalogue the attachments of email messages’ Using a Check in Style

1. select the email you wish to process

2. In the Content Manager Ribbon click on 3. The various styles will appear below 4. You can select the one you want (in this case TRIM Example –

A20/354 or Click on Select Record Type)

5. The New Document will appear - you will have to name the Record in

accordance with naming rules.

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6. The Content Manager Progress Bar will confirm the activity is complete

Linking an Outlook Subfolder to a Check in Style This can be done while setting up a Check in Style or later.as required.

1. If setting up after the initial setup click on the edit option

2. Then click on

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3. Use the Select Folder window to allocate the required folder in Outlook

4. Highlight the folder and Click OK

5. Click OK to confirm the link

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6. The Check in style will now show that it is linked to the Folder in

Outlook

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New Features There are some great new features in Content Manager. The biggest change is easy access to make changes to a records meta data (like the name) In the past users had to Go to the Properties window now you can easily see what you can change and it’s a single click to get there Recycle Bin In the old TRIM if a document was saved in error or was a duplicate users would have to contact the Records team to ‘Delete’ the records. This was an overly complicated solution to a simple problem. In the new version of TRIM if you have a record that needs to be removed simply use the Recycle Bin option.

1. Simply Right Click on the document in TRIM 2. Go to Send to 3. Click on Recycle Bin

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4. You will be asked why you want to recycle the record, simple select the

correct option and click OK

5. The record will be gone…

User Labels One of the criticisms that Records does hear of TRIM is that you can’t just create a folder for your ‘stuff’. This can sometimes make it harder for individuals, who are used to a Windows Explorer environment, to keep track of what they are doing. TRIM now has User Labels. You can use the Labels as a way to reference your records as if you using Windows Explorer. For instance you can set up a User Label called ‘Projects’ where you could reference your Project Files, and then set up ‘Sub Labels’ for different elements of your Projects.

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Records will still be saved into their correct container. User Labels is simply a quick reference method for users.

To create a User Label

1. Go to 2. Right Click anywhere in the User Label window 3. Click on New

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4. Click on New Top Level Item

5. Give the Label a name and select an Icon (if you want)

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6. You can add additional levels by Right Clicking on the the level you want to

add a new level to and select ‘New Lower Level Item’

Edit Metadata from Records View Pane In the current version of TRIM to update a Title or move a record to another container there were multiple clicks just to get to the spot where you could make the change and sometimes it was a little confusing. With the Content Manager version of TRIM you can click and change more easily.

1. Locate the record you want to make changes to 2. Look in the Records View Pane for the field you want to edit, if it has a

Pencil 3. Click on the pencil

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4. Make the changes required

NB: You can Add words before (Prepend) or after (Append) without having to actually click in the ‘New free text title’ field

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OverviewChanges to FeaturesOutlook IntegrationAdding Check in StylesUsing a Check in StyleLinking an Outlook Subfolder to a Check in Style

New FeaturesRecycle BinUser LabelsTo create a User Label

Edit Metadata from Records View Pane