HP TRIM WebDrawer Help

Contents

^  Quick Searches

The Quick Search function searches by words from the titles of all the records in the TRIM database. To search the TRIM database using quick search:

  • Type the title word or words to search for in the quick search text box
  • Click Quick Search

A list of records matching your search terms is displayed.

^  Simple searches

A Simple Search can be done by using a single search method in Advanced Search section of the search screen. To search the TRIM database using a simple search:

  • In the search for list, click on the drop-down button and select a search method
  • Type the text you wish to search for in the equal to text box
  • Click Search

A list of records matching your search terms is displayed.

^  Advanced searches

Advanced searches combine multiple search methods. This is achieved by using the AND and OR options in the Advanced Search section of the search screen.

To search the TRIM database using an advanced search

  • In the Search For list, click on the drop-down button to select a search method. You may select up to three types of search methods in the standard search page supplied with HP TRIM WebDrawer.
  • For each search method you select, type the text you wish to search for in the equal to text box.
  • Click AND if the results of the search must contain all of the search terms you choose.
  • Click OR if you would like to display records which contain at least one of the search terms you choose.
  • In the Sort By list, optionally click on the drop-down button to select a field to sort by. Click the Descending check box next to the sort criteria if you wish to sort by that criteria in descending order. You can choose up to three sort criteria to sort results by.
  • Click the Count Results check box if you would like to display the total records found. This may slow down some searches.
  • In the Records per page list, click on the drop-down button to select how many records to display per page. 25 Records will be displayed by default.
  • Click Search

A list of records matching your search terms is displayed. Go to the Search Page.

^  Description of available search methods

The search for list contains the following search methods:
Search Method Result
Title Word Searches for records by the specified title word.
Notes Word Searches for records by the specified notes word.
Any Word Finds records that have a word in either the title or the notes attached to a record.
Document Content Searches for records by words in associated documents
TRIM E-Mail Message Contents Searches for records by the word contained in the content of an e-mail message.
Thesaurus Term Searches for records by the specified thesaurus term.
Classification Word Search for records by a word that appears anywhere within the classification title.
Schedule Word Searches for records by a word in the schedule title.
Related Records Lists all records that have been related to the specified record number.
Latest Part Lists the latest part of the specified record number.
All Parts Lists all parts of the specified record number.
Latest Version Lists the latest version of the specified record number.
All Versions Lists all versions of the specified record number.
Container Of Lists the container of the specified record number.
Contained Within Searches for records within the specified container number.
Records Having Same Contact Lists all records that have the same contact as the specified record number.
Records Having Same Client Lists all records that have the same client in the title as the specified record number.
Series Of If the specified record number is part of a series, then this option will list the series record.
Series Contents List all records that are within the specified series record number.
Linked Records Lists the linked records of the specified record number.
Records Using Link Search by an embedded compound document by record number to display the parent record (the document is displayed but any linked documents are not).
Records In-Tray Lists all records marked to the assignee location of the login name or the login's position.
Records Due For Action Lists all records with actions due, assigned to the current login name or the login's position.
Record Number Searches for records by the specified record number.
Record Number Range (Expanded) Searches for records by the specified record number range. Record number range searches are done on expanded record numbers only.
Record Number Range (Compressed) Searches for records by the specified record number range.
Classification Searches for records by the specified classification number.
Foreign Barcode Lists the record that has the specified foreign barcode number.
TRIM Barcode Lists the record that has the specified TRIM barcode number.
Accession Number Lists the records that have the specified accession number, usually allocated by an archival authority when batches of records are transferred.
Date Registered Searches for records by the specified date registered.
Date Created Searches for records by the specified date created.
Date Closed Lists records by the specified date closed.
Date Published Lists records by the specified date published.
Date Modified Searches for records by the specified date modified.
Date Finalized Lists records by the specified date finalized.
Date For Return On Lists records by the specified date for return on.
Record Requests By Date Lists records requested within a date range.
Date Due Lists records by a specified date due.
Last Action Date Lists records by last action date.
Schedule Number Lists records attached to a specified schedule number.
Retention Review Date Lists records by retention review date.
Consignment Lists records by consignment number.
Holds Lists records allocated to a hold.
Assignee Searches for records by the specified current location.
Home Location Searches for records by the specified home location.
Owner Location Searches for records by the specified owner.
Creator Lists records by the User name of the person who created the record.
Not At Home Location Lists records not currently assigned to their home location.
Record Requests By Location The person, organization or position that has made a request for a record.
Checked Out To Location Search for electronic records (documents) that have been checked out by a designated location.
Date Assigned To Records that were assigned to a location within a date range e.g. abbott, 10/22/03, 10/23/03.
Last Movement Date Lists records that were last moved on a specified date.
Contact Searches for records by the specified contact.
Attached Contacts Like Search for contacts similar to the typed in text.
Representative Lists records that are attached to a specified representative.
Addressee Lists records that are attached to a specified addressee.
Other Contact Lists records that are attached to a specified Other contact.
Author Lists records that are attached to a specified author.
Client Lists records that are attached to a specified client.
Security Level Lists records that have a specified security level.
Security Caveat Lists records that have a specified security caveat.
Not In Container List all records referenced to a container but not currently in their containers.
Missing Records List records that are flagged as missing.
External ID Searches for records by the specified external reference.
Electronic Document Types Search for records by their attached electronic document type. Type in a file extension into the text box (for example: doc, bmp, jpg, etc).

^  Searching by range

Some types of search allow you to search by ranges. Use a comma (,) to designate a range of values:

For example searching by Date Registered 7/22/03 , 8/22/03. This search returns all the records in the range including the dates specified.

^  Searching by date

When you search the TRIM database for dates or date ranges the HP TRIM WebDrawer server only recognizes dates which match its own date format.

For instance if the date format used by the HP TRIM WebDrawer server is mm-dd-yy, a search using mm/dd/yy will return the correct values, however a search for dd/mm/yy will not. If you have doubts about the date format of your HP TRIM WebDrawer server, ask your HP TRIM WebDrawer administrator.

^  Saving Search Criteria

After performing a successful search it is possible to save the search as a bookmark. When you reload this bookmark in your Web browser the HP TRIM WebDrawer server will perform the search and return the search results as if you had entered the search from the search page.

^  Browsing Results

When the results of a search are displayed, use the links embedded in the page to browse for more information.

For example, a successful search may return multiple pages of records.

To check the next page of records:

  • Click the Next link at the top of the page, or to view more information on a particular record
  • Click the More Info link

^  Working with Records

Once you have found the record you were searching for, use HP TRIM WebDrawer to view, request or complete actions associated with it.

^  Viewing electronic documents

To view an electronic document or file:

  • Click on the record title to download the document

A viewed document can only be displayed, HP TRIM WebDrawer does not update the TRIM database, or change the location of the file when you view it via HP TRIM WebDrawer. You cannot return edited documents to the TRIM database through the HP TRIM WebDrawer interface.

^  Making record requests

A record request is a request to change the physical location of a record. The relocation of a record is usually made to the person making the request, e.g. you might request a folder box in storage to be transferred to you.

Record requests can be made through HP TRIM WebDrawer. Your organization's own internal procedures will determine how a record request is processed.

To make a record request:

  • Display the record details of the record you wish to request
  • Click the Place a new request link found in the All Record Requests section of the record details

Note: Document requests made though the HP TRIM WebDrawer server use the current date and time on the server when making the document request.

^  Completing Current Actions

If a TRIM workflow action has been assigned to you, it is possible to register the completion of that action through the HP TRIM WebDrawer interface.

To complete an action:

  • Display the record details of the record containing the action assigned to you
  • Click the Complete action link found in the Action Tracking section of the record details