TRIM Document Queue Instructions

Transcription

1 TRIM Document Queue Instructions Document Queues allow TRIM/Records Online users to process large numbers of documents, using templates with predefined, rule based values. To begin, create a folder to store the documents that will be bulk imported into TRIM/Records Online (via Citrix or TRIM) using the Document Queue. This folder can be stored on your Desktop or My Documents; somewhere easily located. Within TRIM, from the tool bar drop down boxes select: Tools Record Document Queues A window like the one below will appear displaying the various document queues that other TRIM & Records Online users have created. You can alter the security level access of your document queue & authorise designated users that will be able to access the documents contained within your folder. Inside this window, right click on any space and choose: New Document Queue A window will open like the one below. The Location Type for your Document Queue will automatically be listed as Windows Folder so to begin click Next

2 You will then be prompted to designate the folder that contains the documents you wish to bulk import into TRIM/Records Online. Click on the yellow folder on the right & choose the bulk import folder that you created at the beginning of these instructions and then select Next The name of the folder on your Desktop will be automatically inserted as the Document Queue title. Most users rename their Document Queue in the form of their UniKey & TRIM, i.e. jsmith TRIM Leave the box Allow automatic processing of this Document Queue blank, unless all document titles are absolutely correct. This is unusual & it is usually best that you do not select this option as the document titles can be easily modified at a later stage. Please now select Next

3 You will now see the view below. Always leave the top space blank. If all documents within your bulk import folder are to be attached to one file, select the yellow folder on the right hand side of the bottom space. A view of TRIM will open where you can search (via record number or title word) for the file that all documents in your bulk import folder will be directed to. Please now select Next The next page contains a list of options that relate to the security access level ascribed to your Document Queue, along with the documents that you will bulk uploading to TRIM/Records Online. The best options to select are shown below: Personal: It can only be accessed by you Any computer (this means you can access your Document Queue from computers other than your own, as long as you authenticate your login into TRIM via Citrix) Once you have made your selections, click Next

4 The window below will prompt you to differentiate the various document types (i.e..doc,.pdf,.tif, etc) that you would like to select for uploading from your bulk import folder. If you would like to upload everything contained within your bulk import folder, leave this space blank and click Next When the window below appears, leave the first option highlighted & click Finish

5 Your Document Queue will be displayed as depicted below. To begin the upload from your bulk import folder into your newly set up Document Queue, right click on the highlighted Document Queue & select Process Once the documents from your bulk import have been uploaded, they will be displayed as shown below. From your TRIM tool bar, select the tag all icon. Once all the documents have been tagged, right click on one of the documents & select the Check In option.

6 This will bring up the box displayed below. The free text Record Title actually refers to the Document Title. This can be modified according to the naming conventions that you are adhering to. Once you have clicked Ok, this next view will pop up. The Container field refers to the Record Number of the destination file that these documents will be imported into. Please click Ok

7 Returning to the view of the Document Queue, right click on the highlighted Document Queue & select Properties. Within this window, you can modify the automatically assigned settings. Under the tab Options, you can set the Default Record Type to Document as well as modify the After a Document is Checked In settings to Delete the local Document. This will ensure that your bulk import folder won t become clogged with documents that have already been imported into TRIM/Records Online.

8 Please remember that if you experience any difficulties in following these instructions to contact the Records Management Services (RMS) Helpdesk on ext or