HP Records Manager (HPRM 8.1) Web Client Classic User Guide
Contents
1. Container Amend the Folder Container number E contact g 4 l supe Search Navigation View Select OK Contract Details f Docu J2 B i Security and Audit p Locations b Pageli Requests b Workflow b zord Type Electronic b zord Numbe E Archiving a Send To b ension Search and highlight the record Right mouse click and select Properties Edit the Folder Container as required Click on Save Archiving Send To Remove From E 7 Properties fir University of Tasmania ae 8 Assignee Owner a Attach Contact Remove Contact fa Show Contacts b b b b p b b p b Page 38 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 co i DOC 14 221 Record w Quick Search Y favorite wv ss Search Fields marked with an asterisk are mandatory Document Title Seat Allocation User Types and computer identifiers including office platform Date Written Date 29 9 2014 04 47 PM E Created Security Classification Unclassified Xiv Author Signatory Fyfe Cathy Mrs a Addressee External ID Enter the replacement folder Folder Container FOL 14 362 number Save Cancel Document Information Display and or Modify Notes Document History 10 1 2 Modifying Adding a Note Some users may not be able to modify or delete notes already saved into HPRM Please contact your HPRM Liaison Officer or email R2. HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 5 1 1 Object Type Under the Object Type drop down arrow there are a variety of values that can be selected to generate different types of searches These are e Record e Location e Saved Search e ToDo Item e Workflow e Classification e Activity 5 1 2 Search Types Under the Search Type drop down arrow there are three options you may select These are e Quick Search this search method allows users to run a simple search using simple search criteria refer to 5 2 1 for instructions e Advanced Search this search method allows users to run more complex searches refer to 5 2 3 for instructions e Form Search this search method provides a structured form for searching across multiple search criteria Tip Users can apply the Advanced Search or the Form Search functions to search for multiple criteria These may include multiple search combinations such as Title Word search and By Date Created or Title Word search and Folders only 5 2 Search Methods 5 2 1 Quick Search finding a record by Record Number 1 Select Record in the Object Type field 2 Select Quick Search in the Search Type field 3 Inthe Enter Search Criteria field enter the record number 4 Click on Search or press Enter Record Quick Search v my Documents 5 2 2 Quick Search finding a record by Record Title 1 Select Record in the Object Type field
3. Document 19 12 2011 Document G TRIM Audit Log 2011 12 20 20 12 2011 Document B TRIM Audit Log 2012 01 05 eae PEN Search Count Results Document B TRIM Audit Log 2012 01 17 la Page Count Pagel _ lof 2 gt PLL Settings Displaying result 1 50 of 98 Record Number LOG2289 Title Screen Refresh papas _ Revision Number All Versions LOG2289 TRIM Auc All Actions Container FOL 13 542 12 TECHNOLOGY AND EQUIPMENT Audit TRIM Audit Logs Events January to August 2008 Properties Notes a Type Document i View Pane Battom half of screen View Pane Tabs Action Tabs When each new action is generated a new action tab opens on the top of the screen in HP Records Manager Search Parameters Refer to chapter on Search Methods for further clarification Preview Tab Expands out to display the electronic document highlighted List Pane amp Column Listed at the top of the screen are the results based on the Search Headings type and value used Tip You can click on the column headings to sort the order of records listed Note this functionality will not work on a large search result an error message will be generated to alert you to this Search Results Provides information about how many records have been returned Settings Allows you to alter the number of results shown in the List pane University of Tasmania Page 9 HP Records Manager HPRM 8 1 Web Client Classic User Guide
4. HP RECORDS MANAGER NEW BE main Record v Quick Search v lt Enter Search Query gt v s Search M IA Id Tip Add this to your Bookmarks for easy reference University of Tasmania Page 4 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 3 HP Records Manager Overview HP Records Manager is the Electronic Document and Records Management System used to capture manage and retrieve records and information for the University HPRM is used to manage both hardcopy and electronic records 3 1 Record Types Record Types are a way to group similar items together A Record Type is visually distinguished by its icon Shape and colour It also differs by its numbering pattern its access requirements and the metadata collected for the records it represents Record Types have a hierarchical structure to allow certain Record Types to be attached within another e g a document in a folder Document Contains io a tile File contains ti abos Refer to Appendix 1 Record types for specific breakdowns applicable to University requirements University of Tasmania Page 5 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 4 Screens and Functionality 4 1 Shortcuts Toolbar Shortcuts allow you quick access to HPRM functionality Shortcuts are broken up into the following categories New Favourites Recent Trays and Browse WB HP Records Manager x e C D
5. 2 Select Quick Search in the Search Type field 3 Inthe Search Criteria field enter the title word s to search for University of Tasmania Page 14 HP Records Manager HPRM 8 1 Web Client Classic User Guide 4 Click on Search or press Enter hprm quic Record v Quick Search w hprm quick tip 5 2 3 Advanced Searches Searching for multiple criteria DOC 14 1652 V2 v jesa Search 1 Select Record in the Object field 2 Select Advanced Search in the Search Type field 3 Select the Magnifying Glass or ellipsis icon Record w iuti Search e a Enter 5 Quick Search Advanced Search f Advanced Search Foam Search 4 On the Search for Records form highlight the word Record and click on Add search clause Note this will change depending on the Object Type field option selected Search for Records and or E not Add search clause Search Sort Filter Record Add Search Clause Record is Highlighted ae 5 Inthe Record search builder dialogue box highlight the first search option to search by 6 Select from the list Dates and Times and expand by clicking on the select Date Registered search and fill in the date range required 7 Click on OK University of Tasmania Page 15 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 Record search builder a J Recent Selects Records based on a value for Date Registered H C Additio
6. 2008 g g Z TRIM Audit Log 2011 12 16 16 12 2011 05 University of Tasmania Page 12 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 x a i E jte tr L Recen Preview Uri z ick Search wy aaa ES gt Jee Record Number f DOC 42148 Fs se z DOCNS269 Checked Oi Checked In draft emails o be made BE DOGNS258 S pocas28188 5 Searching for Records 5 1 Search functionality To run a search you must select the appropriate Object Type and Search Type and enter the search criteria to generate a search result WB HP Records Manager x Xr iii e D itshprmwgs hprmwebclientclassic HI Apps SR RMU BR UTAS Staff BR Tech1 ams BCMS BR HP Records Manage QP HP Records Manager 9 Knowledge Base UTas JIRA YR Home Employee J TRIM User Network JD HP RECORDS MANAGER NEW BB main s 2 Record x Quick Search M lt Enter Search Query gt V jeee Search FAVOURITES 5 RECENT lel TRAYS Q BROWSE Object Type Dropdown Arrow ae Search Criteria Droodown Arrow Record w Quick Search w my Documents At the end of the Search Criteria field is a Drop Down Arrow and either an ellipsis or a Magnifying Glass icon Depending on the Object Type and Search Type selected there are different methods by which the Search Criteria must be entered to generate the search University of Tasmania Page 13
7. Finalized Yo u ca n a S O Author FYB Pty Ltd Addressee h Date Modified 7 01 2015 4 33 PM u S e t IS HP Records Manager 8 1 0 Software Configuration Manual Version 3 PDF scree n to University of Tasmania Disaster Recovery Documentation comments and amendments subscribe to the RSS feed via an RSS reader or Firefox s Live Bookmark functionality Friday 9 January 2015 4 33 34 PM y Protected Mode Off fg v R10 v 12 References e Monash University HP TRIM 7 1 Web Client eRMS User Guide Student Files and Documents e TRIM Document and Records Management Procedures e TRIM Training and Support Web page University of Tasmania Page 41 HP Records Manager HPRM 8 1 Web Client Classic User Guide 13 Appendix 1 Record Types RECORD TYPE a Contract Employee Sub Folder University of Tasmania DESCRIPTION Used to register documents emails images created and received by the University Documents are to be placed into folders Descriptions are to be in compliance with metadata standards All HPRM users with the exception of Inquiry User permissions can utilise this record type Used to register fully executed contracts and agreements entered into by the University and third parties Contracts are to be placed into folders All HPRM Users with the exception of Inquiry User can utilise this record type Used to create and manage folders
8. History 17 Click on Save University of Tasmania Page 36 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 10 Modifying Records 10 1 Changing a Title The title of a document can be changed if necessary e g to correct a typing error To change a record title Search and highlight the record New p Right mouse click and select Properties Search p Edit the Document Title as required Navigation p Click on Save e o N S View Supercopy m e Details Security and Audit Locations Requests Workflow Electronic p p p p p p p b p i Records DOC 14 221 amp Record v Quick Search v favorite vi jase Search Fields marked with an asterisk are mandatory Document Title Seat Allocation User Types and computer identifiers including office platform Edit the title Date Written Date 29 9 2014 04 47 PM ca Created Security Classification Unclassified xiv Author Signatory Fyfe Cathy Mrs a Addressee a External ID Folder Container FOL 14 362 a N Document Information Display and or Modify Notes Document History University of Tasmania Page 37 HP Records Manager HPRM 8 1 Web Client Classic User Guide 10 1 1 Changing the location of a Document to another Folder Container DOC 14 1652 V2 Note not all users may have this permission OR eS F Search and highlight the records Right mouse click and select Locations gt
9. In Tray in the Shortcuts Toolbar on the left of the screen under the Trays Tab is a quick reference to folders documents that are assigned to your profile University of Tasmania Page 29 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 To change the assignee 1 Search and highlight the folder 2 Right mouse click and select Locations gt Assignee V E Foke ROL 41495 Fok W13 29978 01 1 4 Pa Access Co T F F F F EFE F YF Record Typ Record Nu Tma Pire R m m m m PTT E mha 3 Select the Set to Location radio button 4 Inthe blank field under the Set to Location radio button enter the last name of the new Assignee and click on the icon at the end of the field If the name comes up red it means there is someone in the locations contacts table with that name Set Assignee Set to Location 1 Select Set to Location Due for Return By 3 Click on the icon to select the Set to Home Location 2 Enter the assignees last correct person 7 name If name comes up in red it is in the contact list University of Tasmania Page 30 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 5 Search and select the matching green internal name from the contact list Ensure that they are linked to the correct position as some people may have multiple roles Location li
10. Mouse Click on the Search Results tab and Select Feed Page 40 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 Inthe HPRM a X le http itshprmwgs hprmwebclientclassic Rss svc record search q myDocuments amp s amp f amp start 0 amp limit 30 amp lang English amp mbd false z x sng tt p7 Heated eas Record Feed sly Favorites 33 SR RMU YR UTAS Staff M BCMS BR TechnologyOne Financial 99 Knowledge Base UTas JIRA YF Information Technology gt TRIM User Network Q FYB Service Desk E HP TRIM 7 GHP Records Manager Record Feed i i ri Bric i i Select the Print icon or HP Records Manager Record Feed Displaying 25 25 You are viewing a feed that contains frequently updated content When you subscribe to a feed it is added to the Common Feed List Updated information from the feed is automatically downloaded to your computer and can be viewed in Internet Explorer and other programs Learn more about feeds d r d n oA op dow ce Sa o eins arrow to suit Y Date HP Records Manager 8 1 0 Software Configuration Manual Version 3 Title Friday 9 January 2015 4 33 36 PM yo u r Record Type Document Record Number DOC 14 28016 req u j re m e nt S Title Free Text Part HP Records Manager 8 1 0 Software Configuration Manual Version 3 Date Created 1 12 2014 3 18 PM Date Registered 1 12 2014 3 18 PM Edit Status
11. Numbers next 2 weeks H Retention and Nignnsxal 5 i From E To D x J cane The most commonly used Search Types include Recent This expands to list the most recently used Object Types you have utilised Contacts People and This expands to include Author Addressee Contact and Creator Places Dates and Times This expands to include Date Created and Date Registered Reference and Control This expands to include Record Number and External ID Numbers Text Search This expands to include Any Word Content and Title Trays and Labels This expands to include Due Tray Favourite My Documents and My Containers University of Tasmania Page 25 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 6 Navigating and Viewing The Navigation function in HP Records Manager provides access to records that are connected to each other through Containers folders Contained Records attached documents and or Parts Container Contained Records All Part Latest Parts m Documents attached to a folder can A folder can be viewed by Parts of a folder can be viewed be viewed E its Navigating trom a document by Navigating from a folder The navigation options will only be available if the relevant function has been used e g the document has been placed in a container 6 1 Navigate to documents attached to a folder 1 Search and highlight the file 2 Inthe list pane right mouse click and select Contai
12. Research Ethics Access Cont Results cmfyfe itssbyfs2 its utas edu ee TL School Disposal Guide UNS oe cna TE TAS November 2013 pdf E E Performance Test G FinAdmin 5 Ja na Performance Index 14 4 ve TRIM Access login xlsx Gat software itssbyts V E F Performance Index Latenc TRIM seat Allocation Septe F t Network LI TRIM renarne il ray University of Tasmania Bu Click Open gt 4 geld j 4 ul File name Performance Latency testing docx All Files GQ 16 The document will now be listed in the Upload dialogue box Click on Save Upload v File to C fakepath Performance Latency testing docx Browse upload Document title is listed Please Wait Uploading University of Tasmania Page 35 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 Status x Status dialog box Record v Form Search 2 lt Enter Search Query gt wv Search Fields marked with an asterisk are mandatory Document Title Performance Latency testing Date Written Date 12 1 2015 09 01 AM Uploaded document is Created eated now populated Security Classification Unclassified Author Signatory Fyfe Cathy Mrs Addressee External ID Folder Container FOL 14 495 Make Final Read Only Save Electronic Document Performance Latency testing docx ra Document Information Display and or Modify Notes Document
13. User Guide DOC 14 1652 V2 7 1 Locations Contacts Locations or contacts in HP Records Manager are identified by a green or red icon Green icons indicate internal staff members positions groups fo H or organisations Internal locations are structured into a hierarchy which mirrors the University organisational structure as closely as possible Internal locations are managed by RMU Staff and HPRM Liaison Officers who rely on notification of changes from University business areas ol a EJ Red icons indicate external people positions or organisation locations These include individuals such as students or organisations such as businesses or agencies 7 2 Location Types There are location types in HPRM that enables the capture of metadata linking contact location information to records These location types are Assignee Location Assignee Location applies to hardcopy records and indicates the current location of that record The Assignee Location for an electronic folder will be the same as for the folder in which it is contained Home Location The Home Location for a hardcopy folder indicates the storage location for the folder The Home Location for an electronic folder will be the same as the Owner Location usually the Business Unit 7 3 Changing the Assignee of a Record The assignee is an indicator of the current location of a hardcopy folder or a document if it is not physically attached to a folder Tip The
14. createdOn Fyfe Cathy Mrs x Cave cancel Page 22 HP Records Manager HPRM 8 1 Web Client Classic User Guide 5 3 2 Finding and using a Saved Search To locate a saved search 1 Change the Object field to Saved Search 2 Inthe Search Type change to Form Search 3 Click on the magnifying glass or ellipsis icon Saved Search Form Search M lt Enter Search Query gt DOC 14 1652 V2 Magnifying CIERNE 4 Inthe Saved Search Form Search dialogue box tick the All check box 5 Click on Search Saved Search Form Search Search Sort Fiter me All Name Is Public E Mine E Within Search Group Object Type 6 Click on the desired Saved Search in the list pane and Right Mouse Click gt Open Saved Search Mame Aa 01 Documents Checked Out 7 The results for the saved search will be presented w Form Search all Select Open University of Tasmania Page 23 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 5 3 3 Adding a Saved Search to Favourites Adding a Saved Search to your favourites allows you to quickly access searches that you undertake regularly To add the saved search to Favourites 1 Change the Object Type to Saved Search 2 Inthe Search Type change to Form Search cael 3 Click on the magnifying glass or ellipsis icon Ellipsis Search Type bg Saved
15. itshprmwgs hprmwebclientclassic Ww ill Apps SR RMU SFR UTAS Staff BR Techi ams BCMS SR HP Records Manage QP HP Records Manager 9 KnowledgeBase UTas JIRA YR Home Employee J TRIM User Network JI HP RECORDS MANAGER NEW E main s 3 Record v Quick Search v lt Enter Search Query gt v Search 7 7 AVOURITES RECENT lw TRAYS Shortcuts Toolbars 4 1 1 New Tab New Tab Allows the user to register new Records into HPRM Record Location Allows the user to register new Locations into HPRM Workflow Limited use of this function by University To Do Item Limited use of this function by University University of Tasmania Page 6 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 4 1 2 Favourites Tab 4 1 3 Recent Tab RECENT E University of Tasmania Records Allows the user to view Records they have saved to favourites Locations Allows the user to view Locations they have saved to favourites Classifications Allows the user to view Classifications they have saved to favourites Saved Searches Allows the user to view Saved Searches they have saved to favourites Recent My Containers Allows the user to view the last 25 Folders that they have uploaded documents to Recent My Documents Allows users to view the last 25 documents that they have uploaded or edited Page 7 HP Records Manager HPRM 8 1 Web Cli
16. may not require the full functionality associated with the full client or are utilising an alternative environment that may not be compatible The Web Client provides browser based access to the HP Records Manager database It is designed to be consistent with the look and feel of the full HPRM client and customisable to suit our intranet Users can register edit and finalise documents including email into HPRM via the Web Client If you are required to extensively use the system it is recommended that the full HERM Client is utilised 2 Access to HPRM Web Client The HPRM Web Client is accessible through most browsers including Internet Explorer Chrome Safari and Firefox Note The screen shots in this User Guide originate from Chrome Permissions to access the Web Client are managed through active directory but if you are using a wireless connection you will be required to enter your username and password in a pop up box 1 Open your browser and place the following internet address in the internet address field http itshormwgs hprmwebclientclassic 2 If you need to authenticate your login details with your username and password a pop up box will be presented 3 HP Records Manager will open y WB HP Records Manager x D itshprmwgs hprmwebclientclassic ie i Apps YA RMU YR UTAS Staff BR Techi ams BCMS SR HP Records Manage QP HP Records Manager 9 KnowledgeBase UTas JIRA YR Home Employee J TRIM User Network JI
17. ongoing employment with the University The folder acts as a container to contain a set of pre defined Employee Sub Folders Only members of the Employee Virtual Folder Creators group can create Employee Virtual Folders Used to create and manage folders related to the management of the University fleet Fleet Virtual Folders act as a container and alternatively contain Folders Only members of the Fleet Virtual Folder Creators group can create Fleet Virtual Folders Used to create and manage folders related to the management of University Projects Project Virtual Folders act as a container and alternatively contain Folders Only members of the Project Virtual Folder Creators group can create Project Virtual Folders Used to create and manage folders related to the management of University students Student Virtual Folders act as a container and alternatively contain Folders Only members of the Student Virtual Folder Creators group can create Student Virtual Folders DOC 14 1652 V2 KK XXXXXX For example EF 123456 All Employee Virtual Folders will use the unique employee number issued by the Employee System EF will be a constant pattern generated by HPRM The employee number will need to be manually entered in HPRM on creation of the folder XXXXXX For example STY891 This number is manually entered upon folder creation using the vehicle registration
18. DOC 14 1652 V2 Screen Refresh Click on the screen refresh icon to update results on the screen Page Count Provides information about how many pages of results have been returned View Pane This tab is under the List Pane and provides additional metadata fields depending on which tab is selected Properties Tab or Notes Tab Properties Tab Provides additional metadata fields and links as defined by the Record Type selected Notes Tab Provides a view of any metadata placed into the Notes field by users in relation to the Record Type selected 4 3 Right Click Functionality 4 3 1 Right Mouse Click on the Action tab s Right mouse click on the action tab at the top of the screen and the options available are ch v title trim audit log vjere Search MaIA dd A f Number Title Free Text Part Date Created Ep sig 2089 E gt TRIM Audit Log 2008 04 08 8 4 2008 0 pn Link Opens a new session of HPRM with the search results for that action tab Feed Creates an RSS feed for the current search parameters that can be subscribed to via an RSS reader or a Live Bookmark in Firefox It also provides a handy way to print the details of the retrieved records Close Tab Will close the selected tab Close Other Tabs This option is only available when more than one tab is open and will close all tabs except the highlighted tab University of Tasmania Page 10 HP Records Manager HPRM 8 1 Web Client Classic User G
19. HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 oF UNIVERSITY of TASMANIA HP Records Manager HPRM 8 1 Web Client Classic User Guide Records Management Unit www utas edu au it records University of Tasmania Page 1 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 TABLE OF CONTENTS Me INES OO a cesc casa tes ses casecate E E N E 4 2 ACCESS TO HPRM WEB CLIENT ascecesssisssccsssossvesesbssuessssbstccasanendesesvsbscedbossoctssesbacesdseadetesesbeoovecsoanderesses 4 3 HP RECORDS MANAGER OVERVIEW ssesssccsvssiescussstsceesesnsnivecessisevssasssdeaseotescusasnseedeisnsivedsossaeesssnsosaees 5 PER COR GL U0 S a E E sets acoueiieg E E E E T 5 4 SCREENS AND FUNCTIONAL DY creron 6 AT IO UCU O10 D Tara E E EEEE EEEE 6 EN LAD E ene nny cl E A sons A E E A Sanna 6 L OT E T i E one suite E E E E E E E E AAE S A 7 LO E EA E E E E EE T EA E E O A 7 LA T T e E AE E A E E Sauncaees 8 ARR e AO E E E E E E E E E tes 8 4 2 earch CSS Cae crteis vege ears sea ani eriin eriein osori er onaseasoniee gn caneasseueaensy casqeoneancs 9 FoR DECIO FUNCH ODA Y iepen a S EE E EEEE E EE A 10 Lo Ren Mouse Chekon the ACO Tab S weres E 10 do Ken Mousechck owa folder OF DOCH INEM LU sssopasaenessiannsonneanagaoessongangasascasasconnsneeann danaitopsansanteanginane 11 40 KEN Mouse Cheekin View Tane OF DLAI Spa eriein EEEN EA 11 4 4 Viewing Electronic Documents eseesseseesresersessrrsrrsrrsresres
20. IRA BR Home Employee TRIM User Network Ap HP RECORDS MANAGER NEW ES title tr B Container CB titie tr Record v Quick Search v title trim audit log V ise Search FAVOURITES wv Record Type Record Number Title Free Text Part Date Created RECENT LS Document B Loc2289 B trim Audit Log 2008 04 08 8 4 2008 09 1 soe L aoe Document B Loc2sas E TRIM Audit Log 2011 12 16 16 12 2011 05 5 e l Q Browse 7 Document LOG3451 TRIM Audit Log 2011 12 19 19 12 2011 05 2S V E Document EB Locass2 E TRIM Audit Log 2011 12 20 20 12 2011 05 Document LOG3459 TRIM Audit Log 2012 01 05 5 1 2012 05 4 g i m Narnument 1OG2485 ES TRIM Andit nan 9017 N1 12 19 1 9019 10 4 gt 4 id 4 Pagel1 lof2 gt DI amp Settings Displaying result 1 50 of 98 Record Type lm Document Record Number LOG3452 Title Ad TRIM Audit Log 2011 12 20 Extension Aa LoG Revision Number 1 All Versions LOG3452 TRIM Audit Log 2011 12 20 All Actions Container Ef FOL 13 542 18 TECHNOLOGY AND EQUIPMENT Audit TRIM Audit Logs Events 2011 2012 Properties Notes Download information Hint You may also Preview the Document by expanding the Preview tab Click on the back w title trim audit log arrows to expand Search the window MBIABId 4 mber Title Free Text Part Date Created B i P B9 TRIM Audit Log 2008 04 08 BiN
21. MU Staff utas edu au if you require a note to be modified F Seat Allocation User Ty 1 Search and highlight the record ae 2 Right mouse click Q view and select Details gt Notes Security and Audit Locations DOCUMENTS MARKED F Requests O R Workflow Electronic Systems Deve n h ae aa a ae a a ed University of Tasmania Page 39 HP Records Manager HPRM 8 1 Web Client Classic User Guide 1 Right mouse click and select Properties 2 Add Modify Notes field and Insert User Stamp 3 Select Save 11 Printing Reports ie Records DOC 14 221 Record Quick Search favorite Fields marked with an asterisk are mandatory Document Title Seat Allocation User Types and computer identifiers including office platform Date Written Date 29 9 2014 04 47 PM a Created Security Classification Unclassified xir author Signatory Fyfe Cathy Mrs GO Addressee amp External ID Folder Container FOL 14 362 ia Save Cancel Document Information Display and or Modify Notes Document History Set Notes Notes Click on Insert User Stamp after modification DOC 14 1652 V2 OK Cancel You can print from the search results displayed via the RSS feed option Note this functionality did not appear to be available through Chrome but is available in Internet Explorer and Firefox University of Tasmania Feed Close Tab Right
22. Search Form Search M lt Enter Search Query gt m Se 4 Inthe Saved Search Form Search dialogue box Tick the All tick box Saved Search Form Search lt lt lt Search Sort Filter All Name Is Public E Mine E Within Search Group Object Type 5 Click on Search 6 Right Mouse Click and select Send To gt Favourites Search Open X Delete Remove from Favourites El Properties University of Tasmania Page 24 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 5 4 Commonly used Search Types Follow the 5 step process of the advanced search instructions to view the search options available from the record search builder Description of Search Category Search Category oO x A date range in your regional format 27 12 2005 Date Created 29 12 2005 A month uses this year a year or a month an year Notes June or June 2005 or just 2005 H C Additional Fields 2 4 _ Business Process Last time periods week month year last week B C Contacts and Places Ga a Dates and Times Last specified time period days weeks months years mM last 7 days H C Document Management J Linked Navigation PE tee tite eile eee eet aa Other 4 C Records Management Next specified time period days weeks months years 5 Reference and Control
23. createdOn This Year and type name Contract Page 33 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 2 Select the Document Record Type Select Record Type x lt Enter Search Query gt s Search Name Home Owner ES Document Folder 3 Click on OK and the eniry form will be presented 4 Fill in the metadata fields in the Document Information Tab New Docui A Record x Form Search title records management and createdOn This Year and type name Contract vos Search f Fields marked with an asterisk are mandatory Document Title Date Written Date 9 1 2015 05 08 PM ca Created Security Classification Unclassified xv Author Signatory Addressee External ID Folder Container Make Final Read Only Save Electronic Document Save Cancel Document Information Display and or Modify Notes Document History Denotes a Mandatory Field Tip some fields will be automatically populated if you attach the electronic document first 5 Document Title enter the document details in line with any data entry conventions that may be applicable in the TRIM Data Entry Standards or internal procedures 6 Date Written Date Created check the date reflects the date of the correspondence report or email Note that the Date Created will automatically populate for electronic documents so confirm that the date is c
24. ctive physical folders prior to destruction or transfer Only members of the Archive Box Creators group can create Archive Boxes Identifies record types utilised in previous system configuration that were sub folders No longer utilised Identifies record types utilised as Folders including Parent folders in previous system configuration No longer utilised LLLAAAXXXX 01 For example FINPROO1 42 01 Numbering based on parent Vacancy Virtual Folder LLLAAAXXXX For example FINPROO142 The position number will need to be manually entered in HPRM on creation of the folder KK YYYY GGGGG For example VF 13 1 This number will be automatically generated by HPRM KKK YYYY GGGGG For example BOX 2013 123 XXXXXXXX For example 03 0127 01 AMS 09 1234 22 02 XXXXXXXX For example 03 0127 AMS 09 1234 02 Page 44
25. dex A simple word reef A list of words reef barrier manatee A phrase enclosed in quotes Great barrier reef records management Title word 9 Click OK 10 Click on Search University of Tasmania Page 16 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 5 2 4 Form Search The form search allows the user to run a structured search including multiple criteria such as Title Word and By Date Registered 1 Leave the Object Type field as Record 2 Select Form Search from the Search Type field by clicking the down arrow 3 Atthe end of the Search Criteria field click on the magnifying glass or ellipsis icon Record w Quick Search lt Enter Search Query gt v Search Quick Search Advanced Search Form Search hn 4 The entry form will be presented Record Form Search A Search Sort Filter Title we Notes a Content Contact Assignee fa Container K Enter Search External ID as Date Created a i Date Registered E i Owner fi Record Type w Expanded Number 5 Fill in the search criteria depending on the search result required e g Title and Date Created 6 Click on Search or Press Enter University of Tasmania Page 17 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 The function of each field in the Form is described belo
26. ea ene 28 FEO CS TION Suo a E neste uctestacl alist acetate alec ccclane ai aateeis sesso 28 7 1 Eocations COLMA CLS ssasesa tases a a tales Gat cea nate slSlad T cssceeaestteaanu ese aueass 29 72 NAOCAUION TYPE Seras ba ciataurssadl ad osacabpustinnsinne E S 29 Zo Giannis Tne A SStonee Ob aR CCON aati coos St e R tetas 29 SACCESS CONTROLS sar a aeeecstedsesceseteodesasevasanestenaurseteauass ceussouseteaassccensesacees 31 S LACCESS CONTO E nesenionn n a a a a 31 0 2 Changing and Applying Access Controls scneriersesosiririeriesrs iernii i ani i abe acauans 32 SD REGISTERING DOCU MENT S ssc sicssstsciideiccssabsteseccetssscsusessstscntessdeatibissinetas sieciuia ses deiassaseettessusecassonnees 32 Pol IReCOrd Titing On Vein ONS necne aa es caedoace sewn iaatolauonseadigseacpans neu taay ecanaeadonssateseneeaeesuamaacess 32 OD Rec rtern o a DocUmEN E sasesana A S 33 IO MODIFYING RECORDS rresia E E N S 37 Wema ne a E aa a a A 37 10 1 1 Changing the location of a Document to another Folder Container ssssessesseseeserserrerererees 38 LORE 2 Mod fyn ANAAO AINE Enea EAEE OAA ATEOA OEO ONEN 39 TEPRIN TING REPOR TS meresi n E 40 PREFERENCES oeenn A T estes cacsvoadecaatsaaeaes 41 IS APPENDIX T RECORD TY PES oi E A 42 University of Tasmania Page 3 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 1 Introduction The HP Records Manager HPRM previously called TRIM Web Client is available for University staff members who
27. ent Classic User Guide DOC 14 1652 V2 4 1 4 Trays Tab 4 1 5 Browse Tab BROWSE a Records In Tray Shows records that are assigned to your name Record Due Tray Shows records that are actioned to you via Action Tracking Records Work Tray Allows the user to view records saved to the Work Tray Activities Due Shows records that are actioned to you via the Workflow module Records In or Due Tray Shows records that are assigned or actioned to your name My To Do Items Shows To Do items that are assigned to your name Documents Checked Out Shows documents that you have checked out of HPRM User Labels this functionality is not currently utilised by the University Classifications Allows you to browse through the classification plan to search for folder titles My Requests Allows you to browse through any requests you have University of Tasmania Page 8 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 4 2 Search Results Screen IE HP Records Manager x 4 e gt CDi tclassic nt agos 98 emu MAYO LEE oS 9 HP Records Manac Preview tab Column Headings Search Parameters AGER W titie tr IN x ree aleron lee vn oo FAVOU gt v Record Type Title Free Text Part Date Created RECENT M M d A E Es Document y DIM Audit an 20NA nA na 8 4 2008 0 ii Document List Pane top half of screen 161212011 Q Browse
28. i Ss Document DOC 14 22861 Vice Chancellors Awards for outstanding contributions to research and research training 2011 Early Career R 13 7 2011 01 12 PM Click to sort 29 32 AM Aa Checked Out L5 Aa Document LOG3452 TRIM Audit Log 2011 12 20 20 12 2011 05 48 PM 23 12 2011 11 19 AM Oe Finalized Tip Sorting by column heading will not work with a large search result a warning will generate if this occurs University of Tasmania Page 20 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 5 2 7 To sort a form search 1 Click on the Sort tab 2 Selecta sort criteria and either double click or add it to the search criteria by clicking the add 1 Select Sort tab ye Sort Clause Help Sort Clause Direction closedOn Sorts the results by Date Closed 7 crealedOn ASC consignment Sorts the results by Consignment container Sorts the results by Container createdOn Sorts the results by Date Created disposition Disposition 3 Click on arrow to dueOn Date Due add to search criteria external Sorts the results by External ID finaligedQn Sorts the results by Date Declared As Final folderOrigin Sorts the results by Folder Origin generatedTitle Sorts the results by Title Structured Part hasContents Sorts the results by Has Contents imported Sorts the results by Date Imported inactveOn Sorts
29. k lt Enter Search Query gt w jess Soorch Name a Position Organization Unique Identifier a Fyfe Cathy Mrs fo Manager Records amp Information Records Management 15593 Fyfe Mark Mr E Human Research Ethi 88240 al Fyfe Matthew El Claims Supervisor ElG Ansvar 60f 2 9 T E E 7 Li Pagel lofi P Fl g Settings Displaying result 1 5 of 5 y Accepting Logins Yes 6 Select required person and Click on OK 7 Click on OK again in the Set Assignee screen 8 Access Controls Only staff members that are included in an access control group can access certain types of records e g only Human Resources staff members have access to Employee folders and documents Access restrictions are placed on Folders and documents contained within those folders inherit the same restrictions Access is based on e The sensitivity or confidentiality of the content of the record and can be set for individual documents as required e Your log on profile 8 1 Access Control The access controls in HP Records Manager are grouped into seven functions as listed in the diagram below University of Tasmania Page 31 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 Determines who Determines who Determines who Determines who can see the can view the can edit the can change the document descriptive electronic version descriptive information of the document information about the record abo
30. nal Fields 5 C Business Process C Contacts People and Places S Dates and Times A date range in your regional format 27 12 2005 Date Closed 29 12 2005 E Date Created Date Declared As Final A month A setae i ve plc or a month an year Tips E Date Imported ame OF Or JUST 2UUS E Date Last Updated E Date Published Date Registered Last specified time period days weeks months years Last Action Date last 7 days H C Document Management Ga Guat ido Risvwirwafion Next time periods week month year next month A date in your regional format 27 12 2005 BEN Registered t time periods week month year last week From 1 10 2013 To 31 10 2013 DEIGA aE lanes 8 Click on the Add search clause function again then select and expand Text Search by using the button and select Title Search for Records Aad seadh And or not Add search dause Clause search sort Fer JEJ Record Date Registered 1 1 2013 to 31 12 2013 Record search builder IE _ Document Management 5C Linked Navigation E C Other 4 C Records Management 4 C Reference and Control Numbers H C Retention and Disposal 5 CI Security and Audit Alist of one or more words using and or as a wildcards SS Text Search ma tee barr er Any Word Content Index Notes E Title J Trays and Labels a J Type Selects Records based on the Title Word in
31. ned Records Fouts Fowis Ef rows Fowisva a Contained Records El Forss Fowiss El Founs Fowise El Fous Ef Fowiso E FoL1511 b b b b b b b b E FoL15712 E Fow1513 6 2 Navigate to a folder from a document 1 Search and highlight the file 2 Inthe list pane right mouse click and select Navigation gt Container Record University of Tasmania Page 26 HP Records Manager HPRM 8 1 Web Client Classic User Guide w Record Type ES v Docur FTF F F F F FF F FF FF 6 3 Viewing a document 1 Search and highlight the document Record Number 51 A Related Records E Container Record DOC 14 1652 V2 Title Free Tex pe Vice Chant B TRIM Audit FA Container Records Alternative E Records With Same Contacts 2 Inthe list pane right mouse click and select View v Document Dor ument Dor ument Document Document Fe Contract Contract Contract Document Document Dor ument Contract Document Document University of Tasmania Supercopy Details Security and Audit Locations Workflow Electronic p p p i b b b b b x Rural Inter B Inveresk Li i Legal Advic in Deed of Ag g University i fl Lease and 8 Ranges GS R4 1968 Page 27 HP Records Manager HPRM 8 1 Web Client Classic User Guide 6 4 Viewing All Parts 1 Search and highlight the folder 2 Inthe list pane righ
32. number KKK YYYY GGGG For example PRO 13 1 This number will be automatically generated by HPRM KKK YYYY GGGG For example STU 13 1 This number will be automatically generated by HPRM Page 43 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 Vacancy Sub Folder E Vacancy Virtual Folder co Virtual Folder E Archive Box m Legacy Sub Folder Legacy Folder University of Tasmania Used to create a pre defined set of folders used to categorise the contents of the Vacancy Virtual Folder Vacancy Sub Folders are linked to the Business Classification Scheme BCS and are titled using pre defined titles Used to create individual Vacancy Virtual Folders A Vacancy Virtual Folder is created for each position in the University and holds information regarding the development of the position and the selection process to fill the position The Folder acts as a container to contain a set of pre defined Vacancy Sub Folders Only members of the Vacancy Folder Creators group can create Vacancy Virtual Folders Used to group together records to provide a customised view of information stored in HPRM and as such can be used to group project related information or annual budgeting information etc Virtual Folders act as a container and alternatively contain Folders Only members of the Virtual Folder Creators group can create Virtual Folders Used to contain ina
33. on of cleaning services Advertising Brochure User Manual Meeting Minutes Internal Memorandum Agenda Statement of Duties Template DOC 14 1652 V2 Document Naming Conventions Provision of Cleaning services at Corporate Services Building by ACME Pty Ltd in 2012 Courses offered by University of Tasmania in 2014 How to use the HP Records Manager System Risk Committee Meeting 27 March 2013 Change to Employee Travel Policy in February 2013 Workplace Health and Safety Committee meeting July 2012 Administration Assistant Student Enquiry Response 9 2 Registering a Document Contract Provision of Cleaning Services Corporate Services Building ACME Pty Ltd 2012 Advertising Brochure University of Tasmania Courses 2014 HP Records Manager User Manual Risk Committee Meeting Minutes 2 7 March 2013 Internal Memorandum Employee Travel Policy Change February 2013 Workplace Health and Safety Committee Agenda July 2012 Statement of Duties Administration Assistant Template Student Enquiry Response To register a document into HP Records Manager the user must have Contributor access or higher 1 Inthe Shortcuts bar to the left of the screen click on the New tab and select the Record icon JI HP RECORDS MANAGER or University of Tasmania Form Search 1 Select New 2 Select Record title records management and
34. orrect 7 Security Classification set security to Public Unclassified or Confidential Refer to TRIM Security Guidelines for clarification of which to apply 8 Author Signatory enter the author of the document check that you have selected the correct person and that they are linked to the correct position 9 Addressee enter the addressee of the document or leave blank if not addressed to anyone 10 External ID apply the external reference if supplied 11 Folder Container Fill in the folder number or search for the folder using the KwikSelect button hi University of Tasmania Page 34 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 12 Make Final Read Only Save leave tick box blank 13 Electronic Document Browse to attach the document 14 In the Upload dialogue box click on the Browse button Upload haa File to upload Save p Canel Click Browse 15 Locate and highlight the document and click on Open Organize New folder _ 7 m Public Documents a D E Music Arrange by Folder i d m ii 7 3 2 Client Testing Pictures a in Name ii a a iii 0S Linked Navigation jpg P C I fo I ma n C Mooloolaba Cathy 2012 jpg iL Computer 3 L OSDisk C Performance Latency testit performance Index testing Research Ethics Access Cont E Groups N Ge cmiyfe itssbyfs2 its utas ed
35. ow at the end of the Record Type field University of Tasmania Page 18 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 Aitle Notes Content Contact Assignee Search CUCERI External ID 2 Click on the Date Created g D Down Arrow to Date Registered select record type Owner Record Type xpanded Number 3 Tick the Record Types required for the search ill Record Type Enter Search Query gt a 1 Tick Record types Document v E Contract E Folder l pees a 4 lid 4 Page 1 oF 1 b bil S Settings Displaying result 1 22 of 22 Name E Contract Home University of Tasmania Owner University of Tasmania 4 Click OK University of Tasmania Page 19 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 Record Form Search x Search Sort Filter Title records management w Notes Ww Content Contact fa Assignee fa Container Ww External ID Date Created this year E a Date Registered E a Owner Record Type Contract Wwe Expanded Number 5 Click Search 5 2 6 Sorting Search Results Sorting can be activated by clicking on the column headings in the list pane when a search is generated E g Date Created Click on column heading to sort y Record Type Record Number Title Free Text Part Date Created vy Date Registered Edit Status x o
36. related to the conduct of University business May be alternatively contained in a Virtual Folder Fleet Virtual Folder Project Virtual Folder or Student Virtual Folder to group similar or related folders together Folders are titled using the Business Classification Scheme BCS They act as a container and can hold registered Documents Only members of the Group Folder Creators can create Folders in HPRM Used to create a pre defined set of folders used to categorise the contents of the Employee Virtual Folder Employee Sub Folders are linked to the Business Classification Scheme BCS and are titled using pre defined titles DOC 14 1652 V2 NUMBERING KKK YYY GGGGG For example DOC 14 123 This number will be automatically generated by HPRM ZZZ GGGGG For example CON12354 This number will be automatically generated by HPRM KKK YYYY GGGG For example FOL 13 1 This number will be automatically generated by HPRM KK XXXXXX 01 For example EF 123456 01 Numbering based on parent Employee Virtual Folder Page 42 HP Records Manager HPRM 8 1 Web Client Classic User Guide c Employee Virtual Folder E Fleet Virtual Folder aa Project Virtual Folder E Student Virtual Folder University of Tasmania Used to create individual Employee Virtual Folders An Employee Virtual Folder is created for each staff member and holds personal information about their appointment and
37. rerersesreestestestestestestesensenstesrestestesesreeese 12 DOL A CHUNG FON Co S enra E A csnsccasnerenastecsmecssees 13 BE eC Oey e EE E EEE EN 13 AMED E E E A A E anicadseattuabehenssare 14 E gm bl T E E E A A E E E cre ere eee ee 14 2S IN E O a E E EE E EE E 14 5 2 1 Quick Search finding a record by Record Number sssessesssssseeseserserrereeresresresrerrenrerererresresrereens 14 9 2 2 Quick Search finding a record by Recora Tille sesesevnsssstoited ssasnanstnsns auneaessimieaad Eia 14 5 2 3 Advanced Searches Searching for multiple criteria s essessssesserserserseeereererrrresresrerrsrenreseeserrrerens 15 A OUI CAT E N O E E E E N I OUI SAN E OY KECO L YO oiei EENE EE EEE E AEE E A E 18 OE T T E EE ee E S E A ee ere 20 E E e T A E 21 Se o E E E TE A T E E E E see tanctabeiaeene 21 TAE DO E T A E E T E E E yin 24 Soa ie I A UI A AE ON erii e e e EE E EE 23 University of Tasmania Page 2 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 D9 OOM Ae OCUA LOE ROGUES iari EEEE E EO TOEO 24 Oo Common ylised ocar ei ype Seia teste cstesduale lsu aaaandeiete ste nasseaeaci eee emssateanieatenaeee 25 6 NAVIGATING AND VIEWING reniei n n NA O 26 6 N vigate toy documents attached toa foldet sisiane e E 26 6 2 Navigate toa foer Tonia documen rsson a ited iinet sastahavdateetadiaahieedomokbeaicle 26 GF Viewing a documents T E eu ns naceuaetetersiaunes 27 o Da IN LS E A E E E E E E E pe taone geen lees on
38. t mouse click and select Relate DOC 14 1652 V2 w Record Type v Legacy Folder Record Number Title Free Text Part E 00232 01 E COURSES DEGREES 4 J ma 4 Page 1 lof 1 gt Fl go Se Notes Additional Fields Record Type WB i egacy Fol Record Number Ef 01 0232 0 ly Relate I Title Free Text Part COURSES DEQ AT PUNDITS Apoti Container Alternative Containers Date Registered Date Created Date Closed Disposition Retention Review Date Retention Schedule E 1 50x285 VF 14 16 Tez Monday 17 Se Tuesday 4 Ja Tuesday 3 Ja 5 Successful a Inactive T F F F F F F fi DA 2398 2 STAFF DEVELOPMENT All parts and other related records will be listed Related Description First part of First part of First part of First part of l First part of 7 Locations Locations or contacts are used as an identifier to indicate e The assignee of a record e The ownership of a record e The home or storage location of a record e Who registered the record University of Tasmania Ey Related Record Related Number COURSES DEGREES amp DIPL 01 0232 02 gt i COURSES DEGREES amp DIPL 01 0232 03 E COURSES DEGREES amp DIPL 01 0232 04 COURSES DEGREES amp DIPL 01 0232 053 COURSES DEGREES amp DIPL 01 0232 06 Ok New Related Record Cancel Page 28 HP Records Manager HPRM 8 1 Web Client Classic
39. the results by Date Inactive nd 4 i 4 ii C Save as Default Sort Fields 3 Click on Search 4 Click Search 5 3 Saved Searches This functionality allows users to save a search that has been generated in HP Records Manager that may be re run at any time e g Records created in the last month by a particular business unit University of Tasmania Page 21 HP Records Manager HPRM 8 1 Web Client Classic User Guide 5 3 1 Saving a Search 1 Run the required search DOC 14 1652 V2 2 Right mouse click in the list pane and select Search gt Save Search As New Search Navigation View SUpercopy i p Details Security and Audit Locations Requests Workflow Electronic Archiving Send To Remove From Ei Properties Fi Refine Search Save Search As with operating costs and dog ownership on wild hip on wikiife occurrent ing Centre RICETC F UDRH long term leases Crown contribution to tos tation t Tarocona Construction b i a a a a ad oad ad Load Since Upgrade Load Sinte Upgrade ren 3 Inthe Name field enter a description for your search HF Records Manager Record title recards management and createdOn Last Year and type name Document Description Query String Sart String Filter String Owner Within Search Group General 4 Click on Save University of Tasmania title records management and createdOn Last Year and type na
40. uide 4 3 2 Right Mouse click on a folder or document DOC 14 1652 V2 Right Mouse Click on a folder or document in the list pane and you will see a list of menu items with the same or similar functionality as in the full client The options available will depend on the user access you have been given Document record type Folder record type a y Record Type Record Number iS y Ei Folder Search Select document or ZP folder to see the ma Navigation Menu tab isei i B oier Contained Records am Folder Details b GS Fod Security and Audit p b E Folder E Requests b re GS Folder Workflow f Foker GS Folder r z Foker p p Ef Folder b F 4 3 3 Right Mouse Click in View Pane or blank space This option relates to internet functions only Use of these options is not recommended Back Forward Reload Save a5 Print Translate to English View page source View page info Inspect element University of Tasmania Page 11 HP Records Manager HPRM 8 1 Web Client Classic User Guide DOC 14 1652 V2 4 4 Viewing Electronic Documents To view an electronic document from HPRM Highlight the record and Right Mouse Click and then select View from the pop up menu Starx WB HP Records Manager x J D itshprmwgs hprmwebclientclassic iI Apps R RMU YR UTAS Staff BR Tech1 its BCMS BR HP Records Manage JA HP Records Manager S KnowledgeBase UTas J
41. ut a record Update i Update Record Whew OcUMe t i f Document Metadata Determines who Determines who can destroy the can allocate and record upload records to the file Determines who can change the access settings on a record Contribute DestroyRecord a eee Contents Mi D d ify R ecor d A Access i c These may be different for each Record Type depending on requirements 8 2 Changing and Applying Access Controls The Web Client does not enable amendment of Access Controls When a document needs access control applied which is different to the folder it is contained in please contact your HPRM Liaison Officer or the Records Management Unit RMU Staff utas edu au 9 Registering Documents 9 1 Record Titling Conventions The advantages to standardising naming conventions for documents include e Improving access and sharing of documents e Reducing redundancy or duplication of documents e Avoiding loss of information e Enabling you to identify and find the latest draft or the desired version of a document e Naming documents quickly and easily e Understanding the content of a document without needing to open it Further information can be found in the TRIM Data Entry Standards available on the intranet University of Tasmania Page 32 HP Records Manager HPRM 8 1 Web Client Classic User Guide WHAT IS IT WHAT S IT ABOUT DOCUMENT TITLE Contract for the provisi
42. w Field Title Notes Content Assignee Container External ID Date Created Date Registered Owner Location Record Type Expanded Number Description Allows a user to search for any information entered into the Title field of a record type E g Legal Advice Allows a user to search for any information entered into the Notes field of records Allows a user to search for any word or phrase within the content of a document that has been scanned using Optical Character Recognition OCR or within born digital documents such as Microsoft Word documents Excel spreadsheets or email Allows a user to search for any documents or folders assigned to a person Allows a user to search for the containers folders they have recently contained documents in Allows a user to search for external references applied to records Allows a user to search for the date a record was authored or signed Allows a user to search for the date records were registered into HP Records Manager Allows a user to search for records owned by an individual business unit Allows a user to filter searches to specific record types e g Contract Allows a user to search for any records by a number e g FOL 2013 01000 to FOL 2013 02000 5 2 5 Form Search Filter by Record Type 1 To filter a form search by Record Type you first need to enter a search criteria such as the Title field or Date Created 2 Click on the down arr
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