Document Queues Linking Directory Folders to Content Manager

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1 Records Management Unit Document Queues Linking Directory Folders to Content Manager Record Number Commencement Date 1 December 2016 Last Modified 16 October 2018 Review Date 16 October 2020 Content Manager (TRIM) has a document queue function that enables you to set up a specific folder on a computer to check in documents from automatically. For this functionality to be available, the feature Document Queues must be selected in the System Options Features tab. Once set up, you can copy or save documents to the document queue folder and - depending on the processing options - Content Manager will check in any document(s) currently in the document queue that have not yet been processed. An example of the use of this functionality is for capturing Committee documentation, e.g. University Learning & Teaching Committee Minutes, Agenda and Papers. Note: By ensuring naming conventions are set up at the directory level, minimal effort will be required when documents are pushed into TRIM. Refer to TRIM Data Entry Standards for clarification and naming conventions for committees. Creating a link/document queue with a directory folder *Note: This functionality is only available from the full CM client, not CM Desktop. 1. From Content Manager, create a document queue by going to Home Ribbon and Select New > Document Queues Tab> Window Folder 2. Step thorough each of the tabs as described in the following table: The Document Queue Properties - General tab enables you to set the name, location and other general details of the queue. Use the Document Queue Properties - Options tab to set the check in options for documents from the queue. The document queue Properties - Filters tab enables you to set any filters on the types of documents to be processed from the document queue. The document Queue Properties - Access Controls tab are used to restrict access to a particular function, for example, Record Types, Classifications or Workflow templates The Notes function enables you to enter additional details or information regarding the item you are working with. University of Tasmania Page 1 16 October 2018

2 General Tab Name the Document queue place in a short description to reflect the content. Location - Select the location of your directory using the KwikSelect button. Note that this has nothing to do with Content Manager Locations. Accessible only from the computer - This will specify that only the folder on the selected computer will be processed - as it is possible to use generic folder paths for the document queue. Allow automatic processing of this Document Queue - sets the document queue to automatically process any document(s) in the folder Note: If a queue is set to Allow automatic processing of this Document Queue, but has No synchronisation selected in its Properties - Options tab, when the user tries to save the properties, Content Manager displays the message A queue that is used for automatic process must either delete the items after cataloguing or keep them checked out. University of Tasmania Page 2 16 October 2018

3 Options Tab Note: The same options are used for dropped files defaults. See Options Dropped Files tab in Content Manager Help. Default Record Type - select the default Record Type (electronic) Content Manager should use when checking in documents from the document queue. Either type in the Record Type name or use KwikSelect to select from the available electronic Record Types. Default Container - select the default container record to use for documents being checked in from the document queue. Either type in the container number or use KwikSelect to select from the list of records. Automatically view the current document - select to display the document once it has been checked in When checking in all documents, ignore original documents - select to set Content Manager to only check in Draft and Modified electronic documents - that is, only those documents that have been checked out of Content Manager. This will ignore documents that have not been checked in. When a document is being processed - set the individual document processing options: Check for internal links to other documents - checks for any embedded compound document links within the document. Activates the linked documents functionality. See Compound (linked) documents. Confirm check in action before continuing - select for the Check In dialogue box to appear on check in University of Tasmania Page 3 16 October 2018

4 If possible, suppress entry form when creating new Records - processes documents from the queue without showing the user a form. Can only be used if the fields on the New Record form will use the document's details for metadata, for example, title and dates. Note: If a record has mandatory fields on its form, it will display the New Record form despite the user requesting it not to appear. Filters Tab Note: The same options are used for Dropped Folders tab defaults. See Options Dropped Folders tab. File Type Filters - select the filters to exclude the following types of file from being processed when they are in the document queue folder: Hidden files - files hidden by the operating system System files - files used by the operating system Content Manager reference files - shortcut link files to objects in a Content Manager dataset (*.tr5) Binary files (exe, dll, obj) - application files Rendition files (ann, ocr, dsg) - file extensions of various formats, i.e. alternative copies of documents in different formats. Restrict to document types that match - type the extension of the types of documents to be processed, for example,.doc or.txt. Leave this field blank for Content Manager to process files of any type except those selected above. University of Tasmania Page 4 16 October 2018

5 Access Control Tab The Access Controls automatically default to whoever creates the Document Queue. If this queue is to be shared with others, use the Custom Button to add a Group, Organisational Unit or positions of the staff members that will need to access the Document Queue. There are four options available to control access to an item. Can Use allows users to view and therefore use the queue Can Update allows users to modify the queue Can Modify Access allows users to modify the users who can change the Access Controls for the queue Can Delete allows users to delete the queue Tip: Save your new Document Queue to your favourites by highlighting the queue and clicking Add to Favourites. Notes Tab: Use the Add Notes button to define the use of or provide instructions on the Document Queue if required. Reference Documentation TRIM Support > Document Queues University of Tasmania Page 5 16 October 2018