Information Governance Services

TRIM Content Manager Upgrade - March 2019

In order to ensure that TRIM remains compatible with current operating systems and supported by the vendor, TRIM will be upgraded from HP Records Manager 8.1 to HPE Content Manager 9.1 in March 2019.

When will the upgrade happen?

The upgrade is currently scheduled to occur over the weekend of the 16th and 17th of March 2019.

TRIM will unavailable from 4pm on Friday the 15th of March so that the upgrade process can commence. TRIM will remain unavailable until Monday the 18th of March.

During the upgrade the following functionality will not be available:

  • TRIM
  • TRIM WebDrawer
  • University Policies via the University Policy Library webpage
  • AskUWA (TRIM integration only)

Notifications and reminders regarding the upgrade will be sent directly to all TRIM users in the lead up to the upgrade.

On Monday the 18th of March the HP Records Manager icon on the desktop of centrally supported PCs will have been replaced with the new HPE Content Manager icon.

Faculty and Faculty SDC based users will have TRIM installed manually on the 18th and 19th of March by their relevant Faculty SDC IT team. Key users within the Faculty SDCs have been identified for priority installation.

 

What will I need to do to prepare for the upgrade?

Check in your documents

Ensure that all documents you are working on in Offline Records are checked in before 3pm on Friday 15th of March 2019. Any document left checked out at that time will be checked in manually by the RMS team and any changes made offline will be lost.

In the lead up to the upgrade RMS will contact all staff who have records checked out of TRIM for editing with detailed instructions for checking them back in.

Screenshot any customised settings

During the upgrade process any customisations you have made to TRIM, such as changes to toolbar icons, list pane columns or view pane contents, will be lost. As such we recommend taking a screenshot of your preferred settings for both Document and Folder views and saving it to your desktop for easy reference after the upgrade.

You may also want to take a screenshot or create a TRIM reference of your Recent Documents as this list may be cleared during the upgrade process.

What if I need to work on a TRIM document while TRIM is unavailable?

You can create a SuperCopy of the documents you need to continue to work on before system access is shut down and save them to you desktop or File Share.

To SuperCopy a TRIM document right click on the required document and select SuperCopy from the menu then save the document to your preferred location (e.g. Desktop).

Supercopying in TRIMSetting a file location for SuperCopy in TRIM

After the upgrade is complete you will be able to drag and drop your edited SuperCopy back onto the document in TRIM to create a new revision.

What’s new in TRIM HPE Content Manager?

New TRIM Application Name and Icon

New HP Content Manager icon 

The new icon should automatically replace the existing HP Records Manager icon on your desktop as part of the upgrade rollout process for centrally supported computers. If your computer was turned off or is not connected to the UWA network during the upgrade period then your computer may now require a manual installation of the new TRIM Content Manager application. If you still have the old TRIM icon instead of the new Content Manager icon you will need to contact Uni IT via the Service Desk, and request that your computer have the new TRIM software deployed. Please provide your PC number when you submit the request.

 

Toolbars replaced with ribbons

To be consistent with current MS Office applications the TRIM toolbars have been replaced with ribbons.

New UWA TRIM Ribbon

A customised UWA TRIM ribbon containing the majority of icons commonly used by UWA TRIM users has been created as part of the TRIM Global Settings.

New UWA TRIM ribbon

 

Document title spellchecking functionality

The Document Title field in TRIM now has spellchecking functionality similar to Word that will assist you to identify when you include misspelled a word in a document title. This functionality should result in an improvement to TRIM document title data quality and increase the success rate of Title Word searches that require an exact spelling match.

Document spell checking functionality dialog box in TRIM

 

Changes to Outlook Integration

The Catalogue button has been replaced by the Check In button on the HPE Content Manager integration ribbon.

New Check In button in HP Content ManagerNew Catalogue Checkin button

Note: Saving individual emails can only be done from the HPE Content Manager tab using the Check In button. The right mouse click Catalogue menu option is no longer available in this version of TRIM.

 

Significant change to how to link Outlook Folders to TRIM Folders

There is no longer a ‘Create Link’ icon. To link an Outlook Folder to a folder in TRIM to streamline the capture of emails to TRIM you will need to select create a custom ‘Check In Style’ in TRIM and then link it to an Outlook folder.

Refer to the TRIM Guide - Linking Outlook Folders to TRIM for more details.

 

New TRIM Document Record Type Containment Rules

Functionality that prevents document/container record type mismatches will be turned on. This means that, for example, you will not be able to save a GENERAL DOCUMENT to a STUDENT FILE. If you attempt to do this you will receive an error message and you will need to cancel the document registration process and start over ensuring that you select the correct record type depending on what sort of record you are saving. Refer to the TRIM Guide - Saving Records to TRIM for more details.

HPE Content Manager dialog box