Check in Styles - Outlook
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1 Records Management Unit Document Number Commencement Date 4 October 2018 Last Modified 5 October 2018 New functionality has been introduced in the new version of TRIM (Content Manager 9.2) for setting up specific behaviour for capturing s. This includes defining specific record types, container records and folders. This new feature replaces the Linked Folders functionality that was in previous versions. This document contains the following information How to create a Check in Style in Outlook Selecting a Check in Style Check in attachment(s) How to create a Check in Style in Outlook Note: The Check In Style Box will sometimes not appear if you have more than one Outlook Window Open, e.g. Mailbox and Calendar open in separate instances. 1. Open the HPE Content Manager Ribbon tab in Outlook 2. Select Check in Styles University of Tasmania Page 1 5 October 2018
2 3. The HPE Content Manager Check in Style will open to the right of Outlook window 4. Select the + button to create a new Check in Style Note: Under the General Section you can set a default style for Check in and Check in sent items. 5. Name the Check in Style 6. Select the Record Type, Document or Contract 7. Select the Container you wish the documents or contracts to be attached to. Leave blank if there is no specific container. 8. Show check in dialog, select to display the entry form for you to amend the metadata. 9. Delete after check in. Select if you do not want to keep a copy in Outlook. 10. Link Outlook folder(s) to Check in Style. This allows you to create a link from a folder in Outlook to a folder in TRIM so that whenever you place a document in the Outlook folder it will prompt you to save it into TRIM. University of Tasmania Page 2 5 October 2018
3 11. Click OK when you have completed the fields you wish to populate. This will then add it to your selection 12. Check in Styles will be listed for quick access. University of Tasmania Page 3 5 October 2018
4 Selecting a Check in Style Use for checking in any s, including those s with attachments. 1. Highlight the you want to capture into TRIM. 2. Select Check In with Style and a drop down list of your check in styles will be available for selection. a. Select Record Type allows you to pick Document or Contract b. Select from a listing of Check in Styles you have created. 3. Fill in the New Record Entry form presented. Check in Attachment (s) Allows you to check in the attachment(s) only as the has no significance. For example, s from the printer scanner. 1. Highlight or open the you wish to capture and select the Content Manager Ribbon Tab. 2. Select Check in attachment(s) button. 3. A pop up will be presented listing the attachment(s) included in the All attachments will be ticked so ensure that any that don t need capturing, such as logos,.tr5 files are unticked. University of Tasmania Page 4 5 October 2018
5 5. In the Check in Style column, click on the Select Record Type if you wish to utilise a check in style that you have customised or leave as the default. 6. To select the Record Type, click on the line of the selected item in the Record Type column for the drop-down arrow or quick select button to appear. 7. Select Document or Contract. 8. Once you have populated the field for the items selected hit OK. 9. The entry forms will be displayed for each attachment. 10. Note, if any of the items do not need to be checked into TRIM you can cancel at any time. Further information For more information, please visit our website at If you need help, please contact the Records Management Unit at RMU.Staff@utas.edu.au. University of Tasmania Page 5 5 October 2018
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