Records Management Unit www.utas.edu.au/it/records HPE RM Help Sheet 31 Subject TRIM Reference inmailx Email Integration for Legal Officers Commencement Date 6 January Last Modified 6 January Review Date 6 January 2018 inmailx provides added functionality in Outlook for capturing and managing information in HPE Records Manager. Once installed, you will notice some changes to Outlook. New Menu items in the Home Ribbon Tab New inmailx Tab Additional fields including document id and Filed to. New HPE RM Folder structures Additional information included in header University of Tasmania Page 1 6 January
Home Tab inmailx Menu items The inmailx icons have been added into your Ribbon for ease of access. Icon Description File - When selected this brings up the inmailx Filing Window to select from HPE RM and Outlook folders previously identified as Favourite and Recent Folders. File & Print - When selected this brings up the inmailx Filing Window to select the appropriate HPE RM/Outlook folders and print the email at the same time. Quick File When selected it will give you the option to expand your Favourites, Recents or Other Folders for you to select the appropriate folder from. Note: Favourites and Recents are not your HPE RM Favourites or Recent Documents. These are located under Other Folders HPE RM drop down list. Auto File Opens the inmailx manual Auto-File window to select emails that have a URI linking it to associated emails captured in HPE RM. Purge Filed Allows you to purge emails from your in box or sent box that have been catalogued into HPE RM. Where Filed This option will be available if you have highlighted an email that has been catalogued in HPE RM. It allows you to navigate to the record directly in HPE RM. Save Attachments This option is available when you have highlighted an email that has an attachment. It allows you to catalogue the attachment/s only. Search Allows you to search for folders in HPE RM and Outlook. Favourites Allows you to search for your Favourite folders. (Note these are not associated to HPE RM Favourite records) University of Tasmania Page 2 6 January
Icon Description Recents Allows you to search for your Recent folders you have used. (Note these are not associated to HPE RM Recent Containers) Task Allows you to add a task item to a Folder in HPE RM or attach a HPE RM Record. Appointments Allows you to attach records from HPE RM to appointments. Meeting Allows you to attach records from HPE RM to Meetings. New Email inmailx Menu items The inmailx icons have been added into your Ribbon for ease of access. Send File Allows you to select the following options. Send & Quick File Send & File Send & Print Send & Delete Send as Private *Clean This option is available when attachments are included in your email. If selected this will remove any metadata associated to the document, such as date of creation and date last accessed, hidden text and details of the user who created or accessed a file. The inmailx s MetaCleaner allows you to remove this information from your attachments without affecting the original document. *PDF You may convert your email attachment/s to pdf format. There are various options in how to do this including combining multiple attachments into one pdf document. *ZIP Allows you to compress your email attachment/s while composing your email. *Rename Allows you to rename any attachments without affecting the original document *Reorder Allows you to place attachments in a specific order. University of Tasmania Page 3 6 January
*Undo and Redo Buttons These options will be available to allow you to easily undo or redo clean, convert, compress, rename and reorder functions. HPE RM Records (Attach) Allows you to attach records direct from HPE RM. *Refer to the inmailx professional user guide for further clarification on how to use. Capturing Emails into HPE RM There are a number of ways to capture emails into HPE RM. Quick File You may move emails into your favourite or most recently used HPE RM containers: 1. Highlight the email(s) you wish to move. 2. Right Click or from Ribbon select from Favourites or Recents. 3. Select the appropriate container from the listings provided. Note: You may select Other Folders if your preferred folder is not available in Recents or Favourites. Browse You may browse to HPE RM for a folder to place your email. 1. Highlight the email(s). 2. Right Click or from the Ribbon select Other Folder. 3. Press the HPE RM Connector button on the inmailx Filing Window. Note that if more than one email is selected the description field will not be shown. 4. The HPE RM Select from Records will open. You can either select from your Recent Containers/My Containers or Search for the folder through Find Records. Once you have identified the container, highlight and click to select. University of Tasmania Page 4 6 January
Search You may search HPE RM for an appropriate folder. 1. Place your cursor in the Search field or press Alt+S in the inmailx Filing Window. 2. Enter the text which you wish to search. 3. Press Enter or Click the Search button. Click on the folder to select. University of Tasmania Page 5 6 January
Search Scope Define a search scope for targeted results: 1. Press the Search Scope button 2. To search only within HPE RM, untick all options under Outlook, and tick to search HPE RM. You can opt to search by Record Number, Record Title or both. 3. Selecting Remember Settings will cause inmailx to remember your search scope settings. Select Record Type The default setting Record Type is Document. If you need to change this to select an alternative Records Type, such as a Contract Record Type you can elect to do this by selecting the following under the Data Entry field via the inmailx Filing Window. 1. Tick Select Record Type in the inmailx Filing window and click OK. 2. A Select from Record Types window will open, allowing you to select the record type for your email. University of Tasmania Page 6 6 January
3. Select the Contract Record Type and process into HPE RM. Drag and Drop You may drag emails into the appropriate folder found under HPE RMX. These will include your shortcuts from HPE RM as well as Favourites and Recent folders you have used in inmailx. Simply select the required folder and drag the email into it. These shortcuts are the same as those in HPE RM. Lists Folders you have added to your favorites in inmailx Folders under Recents will be those that you have recently captured emails into. Reference Documentation HPE RM Support Page > HPE RM Help Sheets > Managing Emails in HPE RM University of Tasmania Page 7 6 January