TRIM WebClient Procedures.pdf

TRIM Web Client Procedure Manual

Prepared by

Kaye England

TRIM Training & Compliance Officer January 2013

University of Southern Queensland | TRIM Web Client Procedures 2

TABLE OF CONTENTS

Procedure

Number

Title Page

Number

1 TRIM Web Client Introduction 3

2 Quick Search 5

3 Adding to Favourites 7

4 Removing from Favourites 9

5 Editing a Document 11

6 Formatting Columns 17

7 Customise View Pane 19

8 Previewing a document 21

9 Saving a new document 22

Limitations 25


TRIM Web Client PROCEDURE Procedure Number

Description Issue Date

1 Introduction to TRIM Web Client Jan 13

TRIM Web Client is a browser-based version of TRIM. Users do not require any

software to be installed on their PC and access is entirely enabled via web

browser (note: Mozilla Firefox is recommended).

To access TRIM Web Client:

1. Open Mozilla Firefox

2. Type in the following URL: https://trim.usq.edu.au/HPTRIMWebClient/

3. Authentication will be required – log in with your UConnect username

and password.

4. The next page identifies different functions in the layout of TRIM Web

Client:

https://trim.usq.edu.au/HPTRIMWebClient/




2 Quick Search Jan 13

1. Log into TRIM Web Client

2. The Quick search function is the default search option

3. Type in a keyword or a record number to find the record you are

searching for.

4. Click on the Search button

5. Results could possibly be on more than one page, to proceed click on the arrow.

6. To see what is contained within a folder, highlight the folder details and right mouse click, click on Contained Records.


7. To view a document, right mouse click and click on view.

8. The results displayed can be sorted in descending or ascending alphabetical or date order by clicking the column header.




3 Adding to Favourites Jan 13

1. When working on a folder or document constantly or if quick access is

required to find a particular document or folder, it is possible to add to your Favourites.

2. Log into TRIM Web Client

3. Search for record or folder as required

4. Right mouse click on the document or folder you want to send to your favourites, click on Send to, Click on Favourites

5. Click OK


6. To access from Favourites, expand the Favourites from the Shortcut Toolbar by clicking on the plus sign

7. Click on the records icon

8. Records or folders will now be available to use as required




4 Removing from Favourites Jan 13

To remove documents or folders from the Favourite shortcut:

1. Go to the shortcut toolbar and click on the plus sign - Favourites

2. Click on the Records icon

3. Favourite records and folders will display

4. Highlight the record or folder that is to be removed from Favourites


5. Right Mouse Click, Click on Remove From, Remove from Favourites

6. Click OK

7. It may be necessary to click on the refresh button in order to see that

the record or folder has been removed from the Favourites short cut




5 Editing a Document Jan 13

1. Locate the document you need to edit by doing a Quick Search for the

Record Number or type in key words.

2. If your search has resulted in the folder and not the document, highlight the folder, right mouse click, click on Contained Records.

3. Highlight the document to be edited, right mouse click, Click on Check

Out


4. Click Ok – to Check out the document

5. Click on Save File, click OK (if you click on Open With….it will open in

Read Only format)

6. Mozilla will by default save files in the Download folder in C Drive on a PC

or locate in Finder on a MAC. If you wish to change this go into the Tools

settings in Mozilla Firefox and click on options. In the Save files to

section – select where you would prefer for downloads to be saved, by

clicking on the Browse button.


7. Go to the Downloads folder to open the document.

8. If other users are also editing and reviewing the document make sure that you go to the Review tab in Word or Excel and click on Track

changes. Use the new comment feature to add any notes regarding your changes.

9. When you have finished editing the document, click on the Save button and close.

10. In TRIM Web Client the document will still be at Edit Status checked out

(see the Properties Pane)

11. To check the document back in, right mouse click and select Check In


12. Make sure that ‘Make a New Revision’ is ticked, In the Local File box

click on the file upload button

13. Click on the Browse button

File upload

button


14. Go to the Downloads folder (or alternative folder if saved somewhere

else), highlight the document just edited and click on Open

15. Click Save

16. Document will be uploaded – click OK


17. Document title will be displayed in Local File box – Click OK

18. Preview Pane will now show that the document has been checked in




6 Formatting Columns Jan 13

It is possible to format columns in TRIM Web Client to suit your own work needs.

1. Go to one of the column headings and click on the black drop down

box, click on Format Columns

2. To add a field go through the list and select the required field and

double click.

3. The new field will go to the top of the list of fields – to place it in the correct position on the column header highlight and lick on the Move Up or Move Down button. Click OK.


4. To remove a column go to one of the column headings and click on the black drop down box, click on Format Columns

5. Highlight the column title you want to remove and double click, click OK

6. Alternatively, go to one of the column headings and click on the black

drop down box, Click on columns and remove the tick from the column title you want to remove, click outside the box to close.




7 Customise View Pane Jan 13

A View Pane appears at the bottom of the HP TRIM Web Client window, underneath the List Pane. The View Pane displays details for the selected item in the List Pane. It is possible to customise the View Pane in TRIM Web Client to

suit your own work needs.

1. Go to one of the column headings and click on the black drop down box, click on Customize View Pane


2. Double Click on the field you would like displayed in the View Pane,

highlight and move up or move down as required. Click OK

3. Field and data will now be displayed in the View Pane




8 Previewing Document Jan 13

An alternative to opening the document in TRIM Web Client it is possible to preview the document.

1. Do a search in order to bring up the document

2. Click on the Preview arrow

3. Document will be previewed

4. Click on the Maximise button to see the preview full screen

5. To minimise, click on the Minimise button

6. To return to normal screen click on the arrow


TRIM Web Client PROCEDURE Procedure

Number Description Issue Date

9 Saving a new document into TRIM Web

Client Jan 13

1. From the New menu, click Record

2. Select the record type, e.g. Policy Document, Click Ok.

3. Fill in the record form – Mandatory fields

Title

Container (or Folder) Number – if the Container number is not known – click on the archive box and search with key words

Document Type – automatically populated Date Created – automatically populated

Organisation – not required Author – not required Addressee – not required

Current Location – automatically populated


4. To upload the document click on the blue folder and arrow under the

heading ‘Electronic Document’ (see above).

5. Upload the file by doing a browse search, when located highlight and click Open. Click on Save. Click on OK.


6. Click on Save

7. The document has been uploaded and saved into TRIM and now has a

TRIM Record Number.

8. If the document will be one that you need to work on frequently send it to your Favourite records.




Limits for using TRIM Web Client Jan 13

1. There is no way to display previous versions of a document on TRIM Web

Client. Although it is possible to set up using the ‘Format Columns’ feature the number of revisions that have been made on a document.

2. It is not possible to email the document from TRIM Web Client. In order

to notify others of the changes to a document, email from Outlook and state the TRIM Record Number and Title.

3. It is not possible to click on the TRIM link if sent in an email and for it to take you to TRIM Web Client. Identify the TRIM Record Number from the

email link and type into the Quick Search box in TRIM Web Client.

4. It is not possible to send emails directly from Outlook into the Web Client. In order to send emails you will need to save them on your computer as a msg. file and then send them to TRIM.

Documents

TRIM WebClient Procedures.pdf