HP TRIM

Software Version: 6.2.5

Specifications and Limitations

Document Release Date: April 2011 Software Release Date: April 2011 Legal Notices

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1 Specifications ...... 8 Introduction ...... 8 HP TRIM rich client...... 8 HP TRIM Workgroup ...... 9 HP TRIM Event Server ...... 10 HP TRIM Web Service...... 11 Minimum requirements ...... 11 HP TRIM thin client (ice) ...... 12 HP TRIM thin client server ...... 12 HP TRIM thin client...... 12 WebDrawer...... 13 WebDrawer Server ...... 13 HP TRIM Document Assembly ...... 14 HP TRIM Workflow module ...... 14 HP TRIM Meeting Manager module ...... 14 HP TRIM Rendering module...... 14 HP TRIM Directory Synchronization ...... 14 Network bandwidth ...... 15 Storage ...... 15 Relational Database Management System requirements ...... 16 Supported RDBMS...... 16 Third-party RDBMS characteristics...... 16 Microsoft Jet database characteristics ...... 17 RDBMS configuration prerequisites...... 17 Microsoft SQL Server ...... 17 Oracle ...... 17 DB2...... 17 Jet ...... 18 User account permissions...... 18 DB2...... 18 Microsoft SQL Server ...... 18 Oracle ...... 18 RDBMS client requirements ...... 19 For IBM DB2...... 19 For Microsoft Jet...... 19 For Microsoft SQL Server ...... 19 For Oracle 9i ...... 19 For Oracle 10g...... 19 RDBMS client 32-bit or 64-bit support...... 20 Supported applications...... 21 HP TRIM document viewer formats ...... 22 , messaging and groupware systems...... 31 Prerequisites ...... 31 Supported e-mail applications ...... 31 Supported file formats for document content indexing ...... 32

2 Limitations and Behaviors ...... 34 General ...... 34 Installation ...... 34 Help...... 35 Dataset...... 35 Access Control and Security...... 37 Records and containers...... 39 Record Entry Forms...... 40 Searching ...... 42 Report layouts ...... 43 Printing items...... 44 Statistics reports ...... 44 Action tracking ...... 45 Archiving ...... 45 Dates ...... 46 Barcodes...... 46 Communications...... 46 Thesaurus ...... 46 Space management ...... 47 Currency fields ...... 47 Tagging ...... 47 Drag and drop...... 47 Interface...... 48 Locations...... 49 integration...... 50 General ...... 50 Offline Records ...... 51 General...... 51 Offline Records and HP TRIM Desktop ...... 53 Offline Records Explorer shell extension...... 53 MS Office ...... 54 General...... 54 MS Excel...... 58 MS Word...... 58 MS other ...... 59 Non MS ...... 59 Mail messaging and groupware systems...... 60 HP TRIM in Outlook ...... 61 Novell GroupWise...... 67 Lotus Notes ...... 68 RISS ...... 69 HP TRIM Directory Synchronization...... 70 TRIMScan ...... 70 HP TRIM thin client (ice)...... 70 TRIM WebDrawer ...... 72 Workflow Module...... 72 Document Assembly ...... 73 HP TRIM Enterprise Studio ...... 73 TRIMPort ...... 74 Changing HP TRIM language ...... 76 Limits summary...... 77 Data storage ...... 77 Field length...... 77 Specifications and Limitations

1 Specifications

Introduction

HP TRIM contains powerful and useful functions for electronic document and records management. Because HP TRIM can and should be configured in a number of ways depending on your requirements, the functions have been designed to be flexible without compromising rigorous document and records management standards. Please note that HP TRIM is designed to operate within the parameters of sound information management principles and that attempts to extend HP TRIM beyond these parameters will adversely affect its implementation. HP TRIM 6 is a 32-bit application.

HP TRIM rich client

The HP TRIM rich client workstation software requires a computer with a minimum of:  Intel Pentium III class processor (800 MHz)  256 MB of RAM  SVGA monitor (1024 x 768)  16 bit color display, 32 bit recommended  Hard drive space required on C: 250 MB (executables and working space)  Object caching space required is dependent on implementation  One of the following: — Microsoft SP4 (not supported for per-user installation using ) — Windows XP SP2, SP3 — 32 or 64 bit —  Microsoft Explorer 6 or 7  Microsoft .NET Framework 3.5 SP 1

Note

To install HP TRIM successfully (as a client only) onto a Windows Vista platform, you must install Windows Runtimes using WindowsRuntimes.msi

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HP TRIM Workgroup Server

A HP TRIM implementation must have at least one HP TRIM Workgroup Server but may have several depending on the number of HP TRIM clients and their geographical arrangement. HP TRIM Workgroup Server software requires an IBM PC compatible computer with a minimum of:  Intel Pentium III class processor (800 MHz)  512 MB of RAM  Hard drive space required on C: 250 MB (executables and working space)  Object caching space required is dependent on implementation  Windows 2000 Server SP4  2003 (32-bit)  R2 (64-bit) (running the HP TRIM 32-bit application)  SP2 (32-bit)  Windows Server 2008 SP2 (64-bit) (running the HP TRIM 32-bit application)  (64-bit) (running the HP TRIM 32-bit application) Windows Vista and Windows 7 are not server operating systems and, accordingly, are not supported for HP TRIM 6.2 Servers.  Microsoft 6 or 7  Microsoft .NET Framework 3.5 SP 1

Note

 Workgroup Servers running on Windows 2003 Server SP1 or later, used with HP TRIM 6 clients that connect from Windows 2000 computers, can cause 0x800706F7 error messages. For detailed information, please consult the Microsoft article number 895321, which also contains hot fix instructions.

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HP TRIM Event Server

A HP TRIM implementation must have at least one HP TRIM Event Server, but several may be implemented to distribute workload as required. Typically, a HP TRIM Event Server would be installed on a Server also acting as a HP TRIM Workgroup Server. The HP TRIM Event Server software requires an IBM PC compatible with a minimum of:  Intel Pentium III class processor (800 MHz)  512 MB of RAM  Hard drive space required on C: 250 MB (executables and working space)  Object caching space required is dependent on implementation  Windows 2000 Server SP4  Windows Server 2003 (32-bit)  Windows Server 2003 R2 (64-bit) (running the HP TRIM 32-bit application)  Windows Server 2008 SP2 (32-bit)  Windows Server 2008 SP2 (64-bit) (running the HP TRIM 32-bit application)  Windows Server 2008 R2 (64-bit) (running the HP TRIM 32-bit application) Windows Vista and Windows 7 are not server operating systems and, accordingly, are not supported for HP TRIM 6.2 Servers.  Microsoft or 7  Microsoft .NET Framework 3.5 SP 1

Note

 Event Servers running on Windows 2003 Server SP1 or later, used with HP TRIM 6 clients that connect from Windows 2000 machines, can cause 0x800706F7 error messages. For detailed information, please consult the Microsoft article number 895321, which also contains hot fix instructions.

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HP TRIM Web Service

To use the HP TRIM Web Service, at least one of them needs to be installed, but several may be implemented to distribute the workload. A HP TRIM Web Service must always be installed on a server also acting as a HP TRIM Workgroup Server.

Minimum requirements

 Intel Pentium III class processor (800 MHz)  512 MB of RAM  Hard drive space required 60 MB (includes Workgroup Server)  A 32 bit version of Windows 2003 Server, Windows 2003 Server SP1, Windows 2003 Server R2  Microsoft .NET Framework 3.5 SP 1  Microsoft Internet Information Services (IIS) 6 selected as application server including ASP.NET  HP TRIM Workgroup Server  Dedicated IP address  Relevant RDBMS client installed

Note

The HP TRIM Web Service requires a Workgroup Server to execute on the same computer.

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HP TRIM thin client (ice)

HP TRIM thin client server

At least one HP TRIM thin client server is required to provide browser access to the HP TRIM thin client zero footprint client environment. The HP TRIM thin client server connects to the HP TRIM Workgroup Server using the SDK. The minimum requirements are:  Intel Pentium III class processor (800 MHz)  512 MB of RAM  Hard drive space required 50 MB (executables and working space)  Object caching space required is dependent on implementation  Space required for users’ drafts areas varies according to usage patterns  A 32 bit English language version of one of the following: Windows 2003 Server, Windows 2003 Server SP1, Windows 2003 Server R2  Microsoft Internet Explorer 6 or 7

Note

 Microsoft NT 4 is not supported for HP TRIM 6. Windows 2000 is not supported in a deployment where any HP TRIM 6 components run on Windows 2003 SP1 or later.  Windows Vista is not supported for HP TRIM thin client servers  Languages other than English are not supported

HP TRIM thin client

The HP TRIM thin client is a zero footprint thin client access to the HP TRIM environment. The protocols used are HTTP/HTTPS, WebDAV and HTTP Mail. While it may be possible to access the environment from many browser types running in a variety of operating systems, the following combinations for use with the HP TRIM thin client have been tested and validated:

Browsers

 Internet Explorer 7 on Windows 2000 and Windows XP  Mozilla 2.0 on Windows 2000 and Windows XP  on Mac OS X (Mac OS 10)

Note

HP TRIM thin clients are supported on Windows Vista Enterprise or Business Edition, but need the Web folders patch to support WebDAV. You can download it from

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Office applications (WebDAV draft access)

 Office 2003 on Windows 2000 and Windows XP  Office 2004 on Mac OSX (Mac OS 10)

E-mail client (HTTP mail integration)

 Outlook 2003 on Windows 2000 and Windows XP

WebDrawer

WebDrawer Server

A WebDrawer implementation must have at least one WebDrawer Server running, but several may be implemented to distribute the workload. A WebDrawer Server must always be installed on a server also acting as a HP TRIM Workgroup Server. The minimum requirements:  Intel Pentium III class processor (800 MHz)  512 MB of RAM  Hard drive space required 50 MB (executables and working space)  Microsoft Windows variants Windows 2000 + SP2, Windows 2003, Windows 2003 +SP1, Windows 2003 R2 or Windows XP  Microsoft Internet Information Services (IIS) 6 (for ISAPI version of WebDrawer only)  HP TRIM Workgroup Server  Dedicated IP address  Relevant RDBMS client installed  Relevant document store client installed

Note

WebDrawer requires a Workgroup Server executing on the same computer. See TRIMWebDrawer. for further details about WebDrawer configuration.

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HP TRIM Document Assembly

 MSXML 4.0 2 It is available for download from the Microsoft Web site at http://www.microsoft.com/downloads/details.aspx?familyid=3144b72b-b4f2-46da-b4b6- c5d7485f2b42&displaylang=en  XP Service Pack 3 minimum  Document Assembly is supported under Microsoft Word 2007

HP TRIM Workflow module

 Clients running HP TRIM 6.1 or 6.2.2 will not be able to access the Workflow module functions if their dataset has not been upgraded to the 6.2.2 database schema. Menu items, searches, trays and favorite items are unavailable

HP TRIM Meeting Manager module

 Clients running HP TRIM Meeting Manager must have the Microsoft .NET Framework 3.5 SP 1 installed  The HP TRIM Meeting Manager module version has to be the same as the HP TRIM base module version

HP TRIM Rendering module

 Clients running the HP TRIM Rendering module must have the Microsoft .NET Framework 3.5 SP 1 installed.

HP TRIM Directory Synchronization

 Clients running the HP TRIM Directory Synchronization must meet the same requirements as a HP TRIM rich client  Must have the Microsoft .NET Framework 3.5 SP 1 installed

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Network bandwidth

As an n-tier client/server application, HP TRIM relies on adequate network resources to perform. The minimum effective network bandwidth between a HP TRIM Workgroup Server and the selected RDBMS Server is:  64 KBps when implemented with a third-party RDBMS  10 MBps when implemented with the Microsoft Jet database

The minimum effective network bandwidth between a HP TRIM client and a HP TRIM Workgroup Server is 10 MBps The minimum effective network bandwidth between a HP TRIM rich client and its Workgroup Server is: 10 MBps LAN access. Attempts to run HP TRIM across a network of narrower bandwidth or on a heavily utilized connection may lead to impaired performance.

Storage

 Approximately 6.5KB disk storage space per record (excludes images and other electronic documents)  Appropriate storage for images and other electronic documents  Approximately 10 - 15% of the document storage size for document content indexes

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Relational Database Management System requirements

Supported RDBMS

 Microsoft SQL Server 2000 SP2 or later service pack; Microsoft SQL Server 2005 SP2, SQL Server 2008 with SQL-DMO backward compatibility pack

Note

You can download the SQL-DMO backward compatibility pack from the Microsoft Web site at http://go.microsoft.com/fwlink/?LinkId=128299. 1 In the section Microsoft SQL Server 2005 Backward Compatibility Components, download the appropriate package for your version of SQL Server. 2 Run the .msi file on the computers running SQL Server 2008 that the management pack will monitor 3 On the Feature Selection screen, ensure that the feature SQL Distributed Management Objects (SQL-DMO) is set to This feature will be installed on local hard drive. None of the other features are required for the SQL Server 2008 management pack. 4 Complete the installation wizard to install the SQL-DMO backward compatibility components

 Oracle 9i (all releases), 10g (all releases) and 11g (all releases)  IBM DB2 UDB versions 7.1, 7.2, 8.1, 8.2 and 9.5 for UNIX, , Windows and OS/2 (DB2 UDB for iSeries (AS/400) and DB2 UDB for zOS (OS/390) are not supported.)  Microsoft Jet 4.0 is also packaged with HP TRIM, and is validated for use in limited circumstances.

Third-party RDBMS characteristics

 The only option on a wide area network  The most reliable environment due to the security provided by the advanced features of most RDBMS (rollback etc.)  Offers the ability to use a standard corporate database  Enables users to access the database with third party query and reporting tools  Is necessary where the number of active, concurrent users exceeds 10  The database can be located on a remote host/server, for example, UNIX, Novell, MVS etc.

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Microsoft Jet database characteristics

 Intended only for low volume or demonstration purposes  The least complicated to install, administer and maintain, whereas a mainstream third- party RDBMS typically requires specialist DBA skills  Can only be used on a Local Area Network (LAN). It cannot be used on a Wide Area Network (WAN) or where the effective bandwidth between the HP TRIM Workgroup Server and the file server where the Microsoft Jet database is located is less than 10MBps.  Offers acceptable performance where the number of active, concurrent users is 10 or less and the Microsoft Jet database is less than 250 - 300MB in size. Must not be used where the database is over 250 - 300MB in size or where the number of active concurrent users exceeds 10  Must have all components implemented on the same Local Area Network (LAN)  Does not support mixed Boolean AND and OR criteria in a single search If your requirements are above these limits, it is recommended you upgrade to an RDBMS.

RDBMS configuration prerequisites

Microsoft SQL Server

 The database for SQL Server 2000 and 2005 must be configured to use the dictionary order, case insensitive sort order — The option Accent Insensitive is also recommended, but not mandatory  HP TRIM cannot be configured for or operate on an SQL Server database with binary or case sensitive sort order  The compatibility level for the database must be at least 7.0, preferably 8.0  The database for SQL Server 2005 requires at least Service Pack 1

Oracle

 The compatibility level for the instance must be at least 9.0.1  The character set can be single-byte or multi-byte

DB2

 A compatible C/C++ compiler for generating stored procedures must be installed  Where required by DB2 (e.g. UDB version 7), the Application Developer components must be installed  The DB2 registry key DB2_SQLROUTINE_COMPILER_PATH must be configured for the above compiler

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Jet

No specific requirements.

User account permissions

HP TRIM requires a user account with specific user permissions to the RDBMS to operate. This user account will act as the HP TRIM schema/owner of database objects.

DB2

 Connect to database permission  Create table permission  Database administration permission  Use permission on the tablespace(s) that will be used for HP TRIM  Use permission on at least one user temporary class tablespace.

Microsoft SQL Server

 db_ddladmin permission.

Oracle

 CONNECT role. From version 10g R2, the CONNECT role permissions have changed. For these versions, grant the following permissions: ALTER SESSION, CREATE CLUSTER, CREATE DATABASE LINK, CREATE SEQUENCE, CREATE SESSION, CREATE SYNONYM, CREATE TABLE, CREATE VIEW, CREATE CLUSTER, CREATE INDEXTYPE, CREATE OPERATOR, CREATE PROCEDURE, CREATE SEQUENCE, CREATE TABLE, CREATE TRIGGER, CREATE TYPE See http://download- west.oracle.com/docs/cd/B19306_01/network.102/b14266/appendixa.htm for details.  RESOURCE role

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RDBMS client requirements

The Workgroup and Event Servers require certain RDBMS client software components. These form the validated components for interoperation with HP TRIM - no substitutes of the following will be supported.

For IBM DB2

 IBM DB2 UDB runtime client version 7.1 or later (including ODBC driver)  Microsoft OLE DB Provider for ODBC drivers, MDAC release 2.5 SP2 or later

Note

The IBM DB2 OLE DB provider is specifically not supported.

For Microsoft Jet

 MDAC release 2.5 SP2 or later (including Microsoft Jet 4.0 OLE DB provider).

For Microsoft SQL Server

 MDAC release 2.5 SP2 or later (including Microsoft SQL Server OLE DB provider).

For Oracle 9i

 Oracle Required Support Files 9.0.2.4 or later  Oracle NET 9.0.2.4 or later  Oracle OLE DB Provider 9.0.2.4 or later or Microsoft OLE DB Provider for Oracle MDAC 2.5 SP2

For Oracle 10g

 Oracle Required Support Files 10.2.0.4 or later  Oracle Net 10.2.0.4 or later  Oracle OLE DB Provider 10.2.0.4 or later or Microsoft OLE DB Provider for Oracle MDAC 2.5 SP2

Note

For Oracle 9i and Oracle 10g, the Microsoft OLE DB Provider for Oracle, MDAC release 2.5 SP2 or later, is also validated.

Note

It is recommended to keep database client and server component versions in sync wherever possible.

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RDBMS client 32-bit or 64-bit support

 Whether you use a 32-bit or 64-bit client depends on whether your application is 32-bit or 64-bit. A 64-bit RDBMS client can only be used with a 64-bit application. Similarly, a 32-bit client can only be used with a 32-bit application.  HP TRIM 6 is a 32-bit application; therefore, you should install the 32-bit RDBMS client  It does not matter whether the database you are connecting to is 32-bit or 64-bit

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Supported applications

The HP TRIM rich client supports drag and drop and can support documents created in numerous applications. The following is a list of applications that integrate with HP TRIMs rich client whether they use ODMA or scripts/macros.

Microsoft Word 2000 Office 2000 Excel 2000 Office 2000 PowerPoint 2000 Office 2000 WordXP(seeNote1) OfficeXP Excel XP Office XP PowerPointXP OfficeXP Word 2003 Office 2003 Excel 2003 Office 2003 PowerPoint 2003 Office 2003 Project 2003 Word 2007 Office 2007 Excel 2007 Office 2007 PowerPoint 2007 Office 2007 Project 2007 WordPerfect2000 (WordPerfectOffice2000)Requires Service Pack 4 QuattroPro 9 (Corel WP Suite 9)

 Word Perfect is not supported for the Explorer integrated Offline Records. Use the ODMA integration with Offline Records or HP TRIM Desktop instead.  Offline Records file path lengths – maximum lengths supported by applications - different versions of Office and other applications have different file path length limits. When a user saves a document in Offline Records, the maximum number of characters is determined according to the application limit. The document name will be truncated at whatever it needs in order to not exceed the applications total file path length limit. For example in Excel, the file path length is set at 201 characters including the full Offline Records path, such as C:\Documents and \user\My Documents\Offline Records (03)\folder name\document name.xls.

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 Empty files - zero length (empty) files are valid in Offline Records, but not in HP TRIM. For example, you may wish to create an empty ODMA or .txt document for later use. If you attempt to catalog an empty file, an error message will appear and the file will not be cataloged.  Many applications allow you to password protect your documents. Password protecting documents is unnecessary in an environment using an electronic document management system and will complicate operation of the system for users. Password protecting documents may, depending upon the authoring application and the circumstances, defeat the purpose and operation of the system.

HP TRIM document viewer formats

The HP TRIM viewer is capable of displaying information created in the following formats:

Archive Version LZA Self Extracting Compress LZH Compress Binder 95, 97 RAR 1.5, 2.0, 2.9 Self-extracting .exe UNIX Compress UNIX GZip UNIX tar Uuencode ZIP PKZip,WinZip

Database Version DataEase 4.x DBase III, IV, V First Choice DB Through 3.0 Framework DB 3.0 1.0, 2.0 Microsoft Access Report Snapshot 2000-2003 (File ID only) MicrosoftWorksDBforDOS 2.0 MicrosoftWorksDBforMacintosh 2.0 MicrosoftWorksDBforWindows 3.0,4.0 Paradox for DOS 2.0 – 4.0 Paradox for Windows 1.0 Q&A Database Through 2.0

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Database Version R:Base R:Base 5000 R:Base R:Base System V Reflex 2.0 SmartWare II DB 1.02

E-mail Version(s) Encodedmailmessages MHT Encodedmailmessages MultiPartAlternative Encodedmailmessages MultiPartDigest Encodedmailmessages MultiPartMixed Encodedmailmessages MultiPartNewsGroup Encodedmailmessages MultiPartSigned Encoded mail messages TNEF IBM Lotus Notes Domino XML 8.5 Language DXL IBM Lotus Notes NSF (File ID only) 7.x, 8.x (MSG) 97 – 2007 Microsoft (EML) Microsoft Outlook Forms Template 97 – 2007 (OFT) MicrosoftOutlookOST 97–2007 MicrosoftOutlookPST 97–2007 Microsoft Outlook PST (Mac) 2001

Note

The attachments of a MIME message can be stored in many formats. The viewer processes all attachment types that its technology supports.

Multimedia Version AVI (Metadata extraction only) Flash (text extraction only) 6.x, 7.x, Lite Real Media - (File ID only) MP3 (ID3 metadata only) MPEG-1 Audio layer 3 V ID3 v1 (File ID only)

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Multimedia Version MPEG-1 Audio layer 3 V ID3 v2 (File ID only) MPEG-1 Video V 2 (File ID only) MPEG-1 Video V 3 (File ID only) MPEG-2 Audio (File ID only) MPEG-4 (Metadata extraction only) MPEG-7 (Metadata extraction only) QuickTime (Metadata extraction only) Windows Media ASF (Metadata extraction only) Windows Media DVR-MS (Metadata extraction only) Windows Media Audio WMA (Metadata extraction only) Windows Media Playlist (File ID only) Windows Media Video WMV (Metadata extraction only) WAV (Metadata extraction only)

Other Version Microsoft InfoPath (File ID only) 2007 Microsoft OneNote (File ID only) 2007 (File ID only) 2007 MicrosoftProject(textonly) 98-2003 Microsoft Windows DLL Microsoft Windows Executable vCalendar 2.1 vCard 2.1 Yahoo! Messenger 6.x – 8

Presentation Version 6.0 – X3 Presentation DOS 3.0 IBMLotusSymphonyPresentations 1.x Kingsoft WPS Presentation 2010 Lotus Freelance 1.0 – Millennium 9.6

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Presentation Version LotusFreelanceforOS/3 2 LotusFreelanceforWindows 95,97 Microsoft PowerPoint for 4.0 – 2008 MicrosoftPowerPointforWindows 3.0–2010 Microsoft PowerPoint for Windows 2007-2010 Slideshow Microsoft PowerPoint for Windows 2007-2010 Template Novell Presentations 3.0, 7.0 OpenOffice Impress 1.1, 3.0 OracleOpenOfficeImpress 3.x StarOffice Impress 5.2 – 9.0 WordPerfectPresentations 5.1–X4

Raster image Version CALS Raster (GP4) Type I and Type II Computer Graphics Metafile ANSI, CALS, NIST Encapsulated PostScript (EPS) TIFF header only GEM Image (Bitmap) Graphics Interchange Format (GIF) IBM Graphics Data Format (GDF) 1.0 IBM Picture Interchange Format 1.0 Initial Graphics Exchange Spec (.iges) 5.1 JBIG2 Graphicsembeddedin.pdffiles JFIF (.jpeg not in .tiff format) JPEG JPEG 2000 JP2 Kodak Flash Pix Kodak Photo CD 1.0 Lotus PIC Lotus Snapshot Macintosh PICT and PICT2 BMP only MacPaint Microsoft Windows Bitmap Microsoft Windows Cursor Microsoft Windows Icon

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Raster image Version OS/2 Bitmap OS/2 Warp Bitmap Paint Shop Pro (Win32 only) 5.0, 6.0 PC Paintbrush (.pcx and .dcx) Portable Bitmap (.pbm) Portable Graymap (.pgm) Portable Network Graphics (.png) Portable Pixmap (.ppm) Progressive JPEG StarOffice Draw 6.x – 9.0 Sun Raster TIFF Group5&6 TIFF CCITT Group 3 & 4 Truvision TGA (.targa) 2.0 WBMP wireless graphics format WordPerfectGraphics 1.0 WordPerfectGraphics 2.0–10.0 X-Windows Bitmap x10 compatible X-WindowsDump x10compatible X-Windows Pixmap x10 compatible

Spreadsheet Version Enable 3.0 – 4.5 First Choice SS Through 3.0 Framework SS 3.0 IBMLotusSymphonySpreadsheets 1.x Kingsoft WPS 2010 Lotus 1-2-3 Through Millennium 9.6 Lotus 1-2-3 Charts (DOS and Windows) Through 5.0 Lotus 1-2-3 for OS/2 2.0 Charts 2.x – 2007 MicrosoftExcelforMacintosh 98–2008 MicrosoftExcelforWindows 3.0–2010 Microsoft Excel for Windows(.xlsb) 2007 – 2010 Binary MicrosoftWorksSSforDOS 2.0

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Spreadsheet Version MicrosoftWorksSSforMacintosh 2.0 MicrosoftWorksSSforWindows 3.0,4.0 4.0 NovellPerfectWorksSpreadsheet 2.0 OpenOffice Calc 1.1 – 3.0 PFS:Plan 1.0 QuattroProforDOS Through5.0 QuattroProforWindows ThroughX4 SmartWare II SS 1.02 StarOffice Calc 5.2 – 9.0 SuperCalc 5.0 Symphony Through 2.0 VP-Planner 1.0

Text & Markup Version ANSI Text 7 & 8 bit ASCII Text 7 & 8 bit DOS character set EBCDIC HTML(CSSrendering notsupported) 1.0– 4.0 IBM DCA/RFT Macintosh character set Rich Text Format (RTF) Unicode Text 3.0 , 4.0 UTF-8 Wireless Markup Language XML (text only) XHTML (file ID only) 1.0

Vector image Version Adobe Illustrator 4.0 - 7.0, 9.0 AdobeIllustrator(XMPonly) 11–13(CS1–3) Adobe InDesign (XMP only) 3.0 – 5.0 (CS 1 - 3) Adobe InDesign Interchange (XMP only)

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Vector image Version Adobe PDF 1.0 – 1.7 (Acrobat 1 – 9) Adobe PDF Package 1.7 (Acrobat 8 – 9) Adobe PDF Portfolio 1.7 (Acrobat 8 – 9) Adobe Photoshop 4.0 Adobe Photoshop (XMP only) 8.0 – 10.0 (CS 1 – 3) Ami Draw SDW AutoCAD Drawing 2.5, 2.6 AutoCAD Drawing 9.0 – 14.0 AutoCAD Drawing 2000i - 2007 AutoShade Rendering 2 Corel Draw 2.0 – 9.0 Corel Draw Clipart 5.0, 7.0 Enhanced Metafile (EMF) Escher graphics FrameMaker Graphics (FMV) 3.0 – 5.0 Gem File (Vector) Harvard Graphics Chart DOS 2.0 – 3.0 Harvard Graphics for Windows HP Graphics Language 2.0 IGES Drawing 5.1 – 5.3 MicrografxDesigner through3.1 MicrografxDesigner 6.0 MicrografxDraw through4.0 Microsoft XPS (Text only) NovellPerfectWorksDraw 2 OpenOffice Draw 1.1 – 3.0 Visio 5.0 - 2007 Visio (Page Preview mode WMF/EMF) 4.0 Visio XML VSX (File ID only) 2007 Windows Metafile

Word processing Version AdobeFrameMaker(MIFonly) 3.0-6.0 Adobe Illustrator Postscript Level 2

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Word processing Version Ami Ami Pro for OS2 Ami Pro for Windows 2.0, 3.0 DEC DX Through 4.0 DEC DX Plus 4.0, 4.1 Enable 3.0 – 4.5 First Choice WP 1.0, 3.0 Framework WP 3.0 97 - 2007 IBM DCA/FFT IBM DisplayWrite 2.0 - 5.0 IBM Writing Assistant 1.01 Ichitaro 5.0, 6.0, 8.0 - 13.0, 2004 JustWrite Through 3.0 Kingsoft WPS Writer 2010 Legacy 1.1 Through 2.0 Lotus WordPro 9.7, 96 - Millennium 9.6 Lotus WordPro (non Win32) 97 - Millennium 9.6 MacWrite II 1.1 MASS 11 through 8.0 (File ID only) 2003 - 2007 MicrosoftWordforDOS 4.0-6.0 Microsoft Word for Macintosh 4.0 – 6.0, 98 – 2008 MicrosoftWordforWindows 1.0-2010 MicrosoftWordforWindows 98-J Microsoft WordPad MicrosoftWorksWPforDOS 2.0 WP for Macintosh 2.0 MicrosoftWorksWPforWindows 3.0,4.0 MicrosoftWriteforWindows 1.0-3.0 Through 4.0 MultiMate Advantage 2.0 Navy DIF Nota Bene 3.0

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Word processing Version NovellPerfectWorks Word Processor 2.0 OfficeWriter 4.0 - 6.0 OpenOffice Writer 1.1 - 3.0 OracleOpenOfficeWriter 3.x PC File Doc 5.0 PFS: Write A, B Professional Write for DOS 1.0, 2.0 Professional Write Plus for Windows 1.0 Q&A Write 2.0, 3.0 Word IV 1.0 - 3.0 Samna Word IV+ Samsung JungUm Global (File ID only) Signature 1.0 SmartWare II WP 1.02 Sprint 1.0 StarOffice Writer 5.2 – 8.0 Total Word 1.2 Wang IWP Through 2.6 WordMarc Composer WordMarc Composer+ WordMarc Word Processor WordPerfect for DOS 4.2 WordPerfectforMacintosh 1.02-3.1 WordPerfectforWindows 5.1–X4 Wordstar2000forDOS 1.0-3.0 WordstarforDOS 3.0-7.0 WordstarforWindows 1.0 XyWrite ThroughIII+

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Mail, messaging and groupware systems

Prerequisites

HP TRIM supports Microsoft Exchange Server 2003, 2007 and 2010. The HP TRIM add-in for Outlook 2003 requires:  Microsoft .NET Framework 3.5 SP 1  Microsoft’s O2003pia.msi  Microsoft’s Vstor30.exe The HP TRIM add-in for Outlook 2007 requires:  Microsoft .NET Framework 3.5 SP 1  Microsoft’s O2007pia.msi  Microsoft’s Vstor30.exe The HP TRIM add-in for Outlook 2000 and XP requires to deactivate integration with Outlook 2003 and 2007, then to register tsjoutlk.dll. See also TRIMInstall.pdf.

Supported e-mail applications

The following list shows the level of integration from e-mail clients to the HP TRIM rich client:

E-mail client functions

Microsoft Novell Lotus Notes Outlook 2000, GroupWise 6.03 6.0 to 8 XP, 2003, 2007 to 8 Catalog into HP TRIM Yes Yes Yes

Automatic folder cataloging Yes, using queue Yes Yes processing Catalog on send Yes No No Attach HP TRIM record to Yes Yes Yes new message

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HP TRIM functions

E-mail notification Yes Yes Yes

HP TRIM File/Send Yes Yes Yes

Mail message Form/Send Yes Yes Yes

Mail setting in Tools  Microsoft GroupWise NotesMail Other Options  Sending Mail Outlook

Supported file formats for document content indexing

HP TRIM indexes content of files created by the following applications and in the following formats:  Adobe Acrobat Portable Document format (.pdf)  Audio Interchange files (.aif, .aiff, .aifc). metadata  ASCII text (.txt)  ASCII transcript specific format used in legal transcripts  ASCII , including programming language source code, such as C#,C++, Java, Pascal, etc.  AutoCAD computer-aided design format  DisplayWrite 4 and 5  Flash interactive graphic format (.swf), textual content only, presented as HTML  FrameWork III and IV word processor format  GZIP  HTML metadata only Web page format. Only indexes the data contained in tags.  HTML  IBM .dca, .rft  IBM ..fft  Internet e-mail / sendmail e-mail format (.vmbx)  JPEG (.jpg, .jpg, .jp2, .jpe, .jfif, .exif)  Lotus AmiPro  Lotus Manuscript  MASS-11PC  Microsoft Excel 2.0 - 2007  Microsoft HTML Help file format (.chm)

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 Microsoft MHTML (.mht)  Microsoft Outlook message format (.msg) files.  Microsoft PowerPoint 3.0 - 2007 (.ppt)  Microsoft vCard  Microsoft Word 2.0-6.0, 95, 97, 2000, XP, 2003, 2007  Microsoft Word for DOS 2.0-5.5  Microsoft Works 1.0-9.0  Microsoft Rich Text Format (.rtf)  MP3 sound file format (.mp3)  MultiMate 3, 4  Open Access II Works  OpenOffice 1.0, 2.0, 3.x  Professional Write  Q & A Write  RAR (.rar)  SGML  Spreadsheets Most  StarOffice 8,9  TAR (.tar)  TIFF metadata  Uniplex  Wang IWP  Wang WP Plus  Windows Media Audio file format (.wma) metadata  Windows Media Video file format (.wmv) metadata  Windows Write 1.0, 2.0, 3.0  Corel WordPerfect 4.2, 5.0, 6, 7, 8, 10, 2000, X3  WordStar 3, 4, 5, 6, 2000  XML. Can be indexed with each XML file as its own documents, or with each XML file considered a file of separate records.  XPS XML Paper Specification.  XyWrite III Plus 3.53  ZIP (.zip)

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2 Limitations and Behaviors

General

Installation

 All applications should be closed on the computer prior to installation of HP TRIM. If a program that conflicts with the installation is open, for example, Microsoft Word, the installation process cannot close it and a warning message will advise that the application be closed. If the installation is being performed using the silent installation method, the message advising them to close this program does not appear. Silent installations are generally run on startup; therefore, no programs will be open.  Upgrade limitation - upgrading to a new version of HP TRIM will remove all third-party non-HP TRIM files from the HP TRIM software directory.  MSI - network configuration - Domain Name field limitation – if the default item is deleted and a new item is selected using KwikSelect, the field will not be automatically updated. Click Back and then Next for the domain name to appear.  Group selection is not supported when the domain is set to the local computer. You must enter the group name manually.  Installing TRIM in a Windows 2000 environment limitation – the install process displays a Network Type window which allows you to set either a Windows or Novell environment. The drop-down box can only be activated by the keyboard, not the mouse.

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Help

 F1 does not display correct Help topic on right-click menu options – if you press F1 to display the associated help topic for a right-click menu item, the topic displayed instead is for the list panes and view panes, which is on the screen behind the floating right-click menu. This is a known limitation.  Special characters in topic titles - due to technical restrictions, Help file topic titles cannot contain special characters. This includes accents, parentheses, slashes, etc.  Spell checking Help file (SSCE.hlp) - the HP TRIM spell check Help file is created as a separate Windows Help file to the HP TRIM Help file TRIM.chm, as it uses a third party spelling checker. This information is duplicated in the HP TRIM Help file - Spelling Checker topic. The Glossary button is not active for the spelling checker Windows Help file.  Our own document OurOwn.pdf - the sample document that can be replaced by an organizations own document for users to access their own procedures using the HP TRIM Help file. The link from the HP TRIM Help file to OurOwn.pdf works when HP TRIM is installed in the default directory Program Files/TRIM Context; however, the link does not work if HP TRIM is installed in a different directory, unless the Start In parameter in the shortcut of the HP TRIM icon is edited to include the new HP TRIM software path.

Dataset

 Windows 2000 and 64 bit - any numbers (e.g. URIs) larger than 231 or approx. 2.147 billion are not supported by Windows 2000 Server. HP TRIM datasets with URIs approaching this limit should be migrated to Window 2003 Server or a later version. See also in this document under Limitations and Behavior, HP TRIM Enterprise Studio.  IBM DB2 only - wildcard word searches are sorted by title. Due to underlying limitations with DB2, the ordering for this type of search will use native DB2 sorting, instead of the more intuitive dictionary ordering. No other search type is affected.  Activity Log - the dataset Activity Log tab will remain active when a user changes to a dataset in which they are not an Administrator. For example, a user is an Administrator in dataset A. When they are logged into this dataset and have the Activity Log tab opened, they see the Dataset tab showing details about dataset A. If they then log into dataset B as anything other than an Administrator - for example, Information Worker - they will still see the Dataset window in the activity log and the logging therein for dataset A. If they then shut down HP TRIM and restart it, the dataset activity log will not be displayed.  Kerberos authentication - HP TRIM assumes that for Kerberos authentication, the HP TRIM Workgroup Server is running under the account name TRIMServices. If it is running under a different account name, HP TRIM makes an extra round trip to the Workgroup Server to authenticate its identity. The extra round trip is recorded in the dataset activity log.  Jet dataset and document content index – document content indexing of Renditions is not supported for Jet datasets

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 Jet dataset and the Event Server – a Jet dataset cannot have a custom Event Server updating the HP TRIM database and the HP TRIM Event Server cannot service more than one Jet database  In or Due Tray in Jet database – the In or Due Tray is not supported by Jet datasets and is therefore not available when you are using a Jet database  Using upper case Record Type title in Oracle dataset changes back to title case – after having changed the name of a record type to title case, HP TRIM changes it back to upper case when HP TRIM is reloaded using F6 or exited and reopened. HP TRIM does case conversion for all columns that will be used as a key or in an index. This conversion is required due to Oracle being case sensitive or more correctly not allowing case insensitive searches. This means that if you searched for ORACLE and the word stored in the database was Oracle, it would return no results. As such, all items are stored as uppercase to ensure that the database does not fill up with false entries and that the correct results are always returned. This issue has been addressed by Oracle in version 10g Release 2.  Data deserialization error message on Oracle database The description for Event ID ( 100 ) in Source ( HP TRIM ) cannot be found. The local computer may not have the necessary registry information or message DLL files to display messages from a remote computer. You may be able to use the /AUXSOURCE= flag to retrieve this description; see Help and Support for details. (…) - known behavior - displayed at logon for users after a Oracle 9i database migration from HP TRIM 5.2.3 or 6.1.5 to 6.2.2 – as a result of this error message, HP TRIM will use code rather than the stored procedure to return the record set. This causes no issue with data integrity and HP TRIM will function as normal. HP TRIM writes the error message to the users application event log.  Data deserialization error message on SQL 2000 database - this issue is caused by the stored procedure ConstructLocationsRecursive and HP TRIMs inability to deserialize the record set it returns when running on a SQL 2000 database. When HP TRIM encounters this problem, it will use code rather than the stored procedure to return the record set. This causes no issue with data integrity and HP TRIM will function as normal. HP TRIM writes the error message to the users application event log once per session, from that point on it will use code. Unfortunately, the HP TRIM thin client displays an error at the point of login when the stored procedure ConstructLocationsRecursive is called; Sites running the HP TRIM thin client and SQL 2000 will have to remove the stored procedure ConstructLocationsRecursive to use the HP TRIM thin client. HP TRIM will write an error message to the user’s application event log advising that the Stored Procedure is missing. This should be ignored.

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 Problem: Unable enter the PROGID of a COM component implementing the ITRIMEventProcessor Interface when the Event Processor does not exist on the same machine where you are configuring TRIM Enterprise Studio (TES). The error message displayed when entering the ProgID - “Could not get the CLSID from the ProgID ‘#####’.” Cause: The User Defined Event application cannot be validated from TES because it cannot see the application to validate its CLSID. Workaround: Temporarily copy the application to the Workgroup Server running TES when registering the user defined event. * Drawback to this workaround: When you go into the configured processors for the dataset running the user defined event and select OK, it will ask to instantiate the 'User Defined TRIM Event Processor' again. Select No, or you'll be required to temporarily copy the application to the Workgroup Server running TES again. Note: There is no harm in having a copy of the application on the Workgroup Server running TES, but it could be easier to just leave it there to prevent the reoccurring 'instantiating' message request. (*The copy of the application on the Workgroup Server does nothing as it is run on the designated Event Server.)

Access Control and Security

 Downgrading a user’s security profile – if you downgrade the security profile of a user and they have records marked to them that are of a higher security level than the users, then no security violation warning will display. For example, create a record within a Record Type which has top secret profile settings making User the Assignee Location. User has a top secret profile. Then downgrade User to Unclassified. The record now has an Assignee Location with a lesser security profile than itself without giving a warning or a security violation.  Access Controls and record creation and default Retention Schedules - Access Control on a Retention Schedule that is set as a default for a Record Type will not prevent users from creating records of that Record Type if the Retention Schedule field is not on the Record Entry Form. Adding the Retention Schedule field to the Record Entry Form for the Record Type will prevent users from creating records of that Record Type using the default Retention Schedule.  Access Restrictions and US DoD 5015.2 compliance – the following security rules are activated when the System Options  Security tab  Miscellaneous Security Options  US DoD 5015.2 Classified Security Procedures option has been selected. Users are prevented from performing the following functions: — All users including the Administrator cannot change the Date Registered field of any record — End Users cannot change the following: – Location – Container – Notes – Access Control  US DoD 5015.2 Classified Security Procedures in System Options  Security tab  Miscellaneous Security Options - an upgrade of HP TRIM 5.1 to HP TRIM 5.2 will require a dataset version upgrade (HP TRIM Enterprise Studio  Dataset  Upgrade) for this option to operate correctly.

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 US DoD 5015.2 Standard - C4.1.13. Restricted Data and Formerly Restricted Data - the following metadata items are not applicable for records containing Restricted Data or Formerly Restricted Data [Supplemental Marking(s)] and shall be unavailable (see EO 12958, Section 6.1 (a), reference (c)). — C4.1.13.1. Downgrade On — C4.1.13.2. Declassify On The terms Restricted Data RD and Formerly Restricted Data FRD are supplemental markings and are set up in the Security Guide Entries function. When a record has either or both of these two items attached, it cannot be upgraded, downgraded or declassified.  Microsoft Active Accessibility (MSAA) support - Locations Prefix search - activating the user interface MSAA support in Customize  Options makes the Prefix search facility in Locations unavailable  Icon size in spelling checker - the spelling checker icon in HP TRIM does not comply with standard Windows display setting because it is a third-party application  Digital signature hashing algorithm in System Options  Security tab  Miscellaneous Security Options - these are the cryptographic message digest algorithm requirements that W3C ( Consortium) recommends compliance for: — Secure Hash Algorithm – default. Secure Hash Algorithm (SHA) is a one-way cryptographic function that takes a message of less than 18 quintillion (18,446,744,073,709,551,616) bits in length and produces a 160-bit message digest. A message digest is a value generated for a message or document that is unique to that message, and is sometimes referred to as a fingerprint of that message or data. Once a message digest is computed, any subsequent change to the original data will, with a very high probability, cause a change in the message digest, and the signature will fail to verify (Will Baden - 1999). The Federal Register says: This standard specifies a Secure Hash Algorithm (SHA), which is necessary to ensure the security of the Digital Signature Algorithm (DSA). When a message of any length <2^64 bits is input, the SHA produces a 160-bit output called a message digest. The message digest is then input to the DSA, which computes the signature for the message. Signing the message digest rather than the message often improves the efficiency of the process, because the message digest is usually much shorter than the message. The same message digest should be obtained by the verifier of the signature when the received version of the message is used as input to the SHA. The SHA is called secure because it is designed to be not computationally feasible to recover a message corresponding to a given message digest or find two different messages that produce the same message digest. Any change to a message in transit will, with a very high probability, result in a different message digest, and the signature will fail to verify. (Bruce Schneider, Applied Cryptography, ISBN 0-471-11709-9) — Message Digest 5 The algorithm takes as input a message of arbitrary length and produces as output a 128bit fingerprint or message digest of the input. It is conjectured that it is not computationally feasible to produce two messages having the same message digest, or to produce any message having a pre-specified target message digest. The MD5 algorithm is intended for digital signature applications, where a large file must be compressed in a secure manner before being encrypted with a private (secret) key under a public-key cryptosystem such as RSA. (RSA Security)

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Records and containers

We recommend limiting the number of records within a container to less than 300. This guideline is useful for storage of documents and helpful when managing the archiving of information. Sorting and displaying records within a container is resource intensive; so any more than the recommended limit may result in performance degradation. Similarly, it is not recommended to use too many container levels. A typical implementation uses three container levels:  Documents  Folders  Archive Boxes Implementing more container levels will lead to a degradation of performance wherever recursive comparisons such as the checking of security or retention rules across multiple aggregation levels are required. Retention rule checking has been limited to recursively check down through a maximum of four container levels

 Record creation and Record Types using Numbering by Container - if you number records by container and then change the number of the container, the contained records will not have their corresponding record numbers updated to reflect the new container number. Similarly, if you change the record’s container, this will not update the record’s number either. In these circumstances, it is best to manually renumber the contained records.  Record titles using Client titling - changing a Location name will not change any records created using the Location as the Client title. The change will, however, be reflected in the Properties dialog of the record; but not in the title displayed in the view or list panes. Searching by Client Contact with the new Location name will find the record. To manually rectify this: 1 Find any records created using the Location 2 Modify the Location name 3 Right-click one of the records and select Properties. In the Client field, delete any Location item and then use KwikSelect to choose the modified Location. 4 Click OK to save the change. The record title will change accordingly and will now show the correct Location.  Copy record - copying record relationships behavior - if Copy Relationships is selected when copying a record, only the is Related To relationship type is copied. An exception is when creating a new version, in which case any IsTempCopy relationship is copied. This is to avoid potential conflicting or incorrect relationships being created by the copy operation. For example, if record A has a supersedes relationship with record B, and a user then copies record B to create record C, then does record A supersede record C?.

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 Copy record - Date Published, Date Due for Destruction and Date Inactive are not copied from the original record when a new part, new version or record copy are performed. While the process of copying a record will create a blank Date Due for Destruction field, any pre-determined states will re-activate it with an appropriate date, for example, a Retention Schedule attached to a record being copied, default Retention Schedule on a record, etc.  Spelling checker and Report Doubled Words option - case limitation (Wintertree) - doubled words in different case are not reported, for example, The the  Notes field limitation – the Notes field is limited to 64 KB (65536 characters). If a user exceeds this limit, the following message will display: An attempt to set the Notes text to contain XX KB failed. Notes text cannot exceed 64KB (65536 characters). The Notes text will be truncated at this limit.

Record Entry Forms

 Scroll bars - if there are more fields on the form than can be shown in the standard size Record Entry Form dialog box, the Record Entry Forms will have vertical and horizontal scrollbars allowing the users to scroll through the fields on the form. If, however, too many fields are on the form, the dialog box may have problems displaying all the fields.  Mandatory container fields - when selecting Container Numbering for a Record Type, the Record Type will automatically enter Container as a mandatory field for the new Record Entry Form. However, if you change the numbering to a different type, then the Container field is not automatically removed from the form and therefore must be removed manually.  Assignee Location on a Record Entry Form filled in and then replaced - when there is an Assignee field on a form first and there is actually a Location there that was added according to the system rules for enclosed - that is, that require the user to set an Assignee to keep a record from being enclosed automatically - then if a user types in a container for the record, it removes the allocated Assignee and replaces it with the container number. To rectify this, you need re-assign the record.  Enclose option - when on a Record Entry Form, the Enclosed option will override the record’s details and the set defaults from the Record Type or system settings  Default Enclose? option — will not retain its default setting in the form and apply it to a new record. If you set up the default Enclose option for a record to No, then when you enter a container on the form, the option details will be overwritten. Therefore, even though the Enclose option is not selected on the form because of the default, the record will still revert to the container as the Assignee and Enclosed? will be Yes. — the Enclosed? behavior is programmatically selected, i.e. not configurable using System Option. For this behavior to occur, a record’s Assignee Location must be equal to the record’s Home Location. This can be achieved in a number of ways, for example, Record Type Default Location or System Option  Locations.

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Method 1

1 Record Type - Default Home Location = Blank 2 System Options - Record Assignee = Current Login 3 Record Owner = Assignee 4 Record Home = Assignee 5 Record Details after creation are: Enclosed? = No 6 Assignee = At Home Location: User1 7 Owner = User1 8 Home = User1 9 Right-click this record  Location  Container. Here you will see that the Enclosed? checkbox is cleared with an informative message telling you this record is currently at Home in User1. If you choose a container, this will become its new Home, and the record will be automatically enclosed.

Method 2

1 Record Type - Default Home Location = Position1 2 System Options - Record Assignee = Default Position 3 Record Owner = Assignee 4 Record Home = Assignee 5 Record Details after creation are: Enclosed? = No 6 Assignee = At Home Location: Position1 7 Owner = Position1 8 Home = Position1 9 Right-click this record  Location  Container. Here you will see that the Enclosed? check box is cleared with an informative message telling you this record is currently at Home in ***. If you choose a container, this will become its new Home Location and the record will be automatically enclosed. If you change the Home Location, then the Assignee will keep the default Assignee Location from the Record Type.

Note

The Associations of a Location only go up one level. You can make the parent Organization the default, for example, in the following hierarchy structure; Parent Organization - Child Organization - Position – Person. The default Organization for Person will always be Child Organization unless you manually make Parent Organization the default.

 On a record entry form, when a user has explicitly changed the value of an Additional Field that has a default value determined by the record Classification, and then changes the Classification, then TRIM does not change the Additional Field’s value to the value determined by the new Classification

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Searching

 The maximum number of document content search clauses is 100  HP TRIM Microsoft Jet databases do not support mixed Boolean AND and OR criteria in a single search  HP TRIM Microsoft Jet database search limitation on Workflow: Reference and Working documents that are not associated to an Activity are not displayed in search results  Duplicate records returned in search result when OR is used: If a record has more than one contact, and you search for records that have the same contact, the search result will be correct. If you then use OR with a title word search, all the records that have the same two contacts will appear twice in the search result set.  Classification Word searches - if you enter one word, it means find records where the attached classification contains the entered word

Note

Single word only works if you use the last word in the classification level. For example, Accommodation - Domestic - General. Only using General will work, as Accommodation - Domestic are part of the parent classification.  If you enter many words, it means ‘find records where the attached classification contains all the entered words’  If you type in a wildcard (*), it means ‘find records where the attached classification contains a word matching the wildcard character’  If you type in a wildcard character and one or more other words, it means ‘find records where the attached classification contains a word matching the wildcard and contains all the other words entered as well’

 Record Number Range (Compressed) - search method expects the From/To field to have valid numbers - if a user wishes to perform a range search of all records with record numbers between 100 and 1000 and there are no records with a record number of 100 or 1000, HP TRIM expects that the user will specify a number which already exists. Workaround: Use the Record Number Range Search (Expanded) search method instead, as it does not require a valid number.  Prefix search - operates with the default column sort order. It uses the first column by default. If a user changes the column order or sorts by any column other than the first column, the prefix search will only retrieve data that has been already displayed, i.e. you will only be able to jump to the items that are already displayed. If the user changes the column order and then sorts by the first column, the prefix search function will operate correctly.  Sort order - sort order does not work for records within a container – known behavior in tree boxes - this includes both sorting in the Search dialog box or by the column headers. For example, if you search for a record that is a container, a plus sign will be displayed in front of it allowing you to open it and see the contained records. However, if you try to sort by any of the columns, nothing changes in the order of the contained items displayed. Only items at the top level of the hierarchy are sorted.  Count results - the Automatically Count Results function set on the Tools  Options  Record Searching tab is not available for some complex searches, for example, document content index searches

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 Saved search accessible from user’s Favorites despite not having access – a saved search a user has added to Favorites and subsequently been denied access to through Access Control remains visible in Favorites. The search has to be removed from Favorites manually. The favorite search will not return objects the user does not have access to, regardless of whether the search is still visible.  Document content searches using in operator do not reliably return .pdf documents – known limitation of third party indexing software  The Previous search button loads the previous search result again and focuses on the last record that had focus within that search. However, when that record is so far down the list that it is not part of the initial set of records that TRIM loads as part of the total set of records, TRIM by default sets focus to the first record in the list instead. This behavior is by design to avoid long loading times when using Previous search.  HP TRIM does not apply custom default sort order settings to record searches using the Location Show or Classification or Hold Show Records commands

Report layouts

 Large page footers overwrite the body of reports; so ensure that footers are no larger than 50 units  The thickness of a line in a report layout can be controlled, but not the thickness of lines for rectangular boxes  The Alternative Barcode option on report layouts works only for records and does not support Location barcodes.  To print more than one page of notes or Additional text Fields for a record, a report requires them to be the last active item in the Band Definition list. Its height must be greater than 1 line so that it may automatically (dynamically) increase vertically to display all the data in the field.  If the report layout contains more than one text field, for example, both Notes and an Additional text Field, the field text area in the report band may expand over other fields in the report, making them illegible – known limitation. The issue does not occur for the last field in the report band or when the number of characters and/or the font size are small enough to fit all text in the text field area.  Opening multiple reports simultaneously – limitations apply when users attempt to open multiple report layouts simultaneously;  Users in the same HP TRIM session cannot open the same report more than once simultaneously.  Users in different HP TRIM sessions, for example on different computers, can open and modify the same report. However, only the last modification saved is retained and the Administrator will receive a mail notification informing them that the document store could be corrupted.

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Printing items

 Printing items that have bypass viewer set will not display a confirmation dialog. If you are bypassing the internal HP TRIM viewer, then you will be printing from the associated application. For example, if bypass the viewer is on for Word documents, selecting File  Print in HP TRIM will print the document. If the bypass is not set, the printing will be handled by the viewer and a confirmation message appears just in case you may have clicked the menu item by accident and do not want to print out that multi-page document.  The ability to print a specific page of a report is not supported in HP TRIM. For example, if you are printing a large multi-page report and the printer has a paper jam, it is not possible to select a page or a range of to reprint. Instead, you will need to reprint the whole report.  When you select to print a Word document or an Excel spreadsheet from Offline Records, HP TRIM opens Word or Excel to process the printing. The same behavior occurs when you right-click and select to print a Word document or an Excel spreadsheet from the desktop or Windows Explorer.  Some documents may take longer to print than others, such as large graphic files, or produce corrupted print. If possible, for best printing results use the original application for printing large and complex image files. The image viewing software used by HP TRIM 5 and 6 is an industry standard (Outside In ® Viewer Technology) and is designed for generic viewing and will not produce the same viewing results compared to original applications.  Printing reports - known Windows limitation - when you change printers to print a report, the settings for the previous printer are used, for example, when changing back and forth between a label printer and a report printer.

Statistics reports

 Any Actions deleted from HP TRIM that have been attached to a record at an earlier date will remain in the KwikSelect  Action name list.  Record statistics reports cannot generate or export statistics if Microsoft Excel is not installed on the computer. Microsoft Excel components are used to export the statistics report details.  Reports and export XML - accented characters - existing exported reports that contain accented characters cannot be imported. To resolve this, you will need to export the report again, or remove the accented characters using a before importing.

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Action tracking

 If a step assigned to a Procedure has its completion time modified, the total procedure time appears not to be recalculated until the dialog is reloaded.  Any computer with the ability to edit Actions and Procedures should have its system clock set with either 24 hour time format or 12 hour time format with both AM and PM indicators in  Regional Settings  Time. This ensures correct behavior when rescheduling is performed.  Assigning a Procedure with a Start Date may generate a Start date must not be before error if the regional settings on the PC have the time set for 12 hour time but no designation for AM or PM.  Completed Actions - adding another Action or Procedure after a completed action or procedure results in incorrect due times. For example: 1 Attach a Procedure to a record that has two steps. The entire Procedure is due to be completed on the 25th December, today being the 20th. The option Reassign if completed early is selected. 2 Complete Action 1 today in the Procedure. The action is completed correctly. 3 Complete Action 2 today in the Procedure. The action is completed correctly. This results in both actions being completed today, still five days before the procedure’s Due Date. In the Browse Actions and Procedures properties, the Due date of the procedure reads 25 December and Completed on date reads 20 December. 4 Attach a new Procedure that has a few Actions and is due in five days. 5 Assign it to start after any existing Actions. The Due date for this new procedure is shown as 30 December, five days after 25 December. This is because the start date is taken from the first Procedure’s Due date, not its Completed date.

Archiving

 Retention Review - Set to Review in – this field is limited to 99 years or 990 months.

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Dates

 Dates from 01/01/0100 onwards are supported  Date format and Workflow - if the system time has not been set correctly, for example, not AM or PM or 24 hr, then the following problems will occur. — If you have a system clock setting of hh:mm:ss for your computer Regional Settings (that is, No AM, PM or 24 hr set), the time will display as for example 3:28, regardless of whether it is morning or afternoon. — When you assign a Workflow to a record, the Date/Time field will be completed with the current date and time. If you then select Next to open the next window, a message will appear stating that the parameter is incorrect. This is caused by the fact that you have just created the Workflow, but because there is no AM or PM set and the clock is not 24 hr, HP TRIM thinks it is 3:28 in the morning, before the Workflow or Template was created. The same message will appear if you have no time value at all on the Workflow because you have deleted it. The Workflow item must have a time value entered. It is recommended you use a 24 hour clock with the AM/PM indicator set.

Barcodes

 Foreign barcodes that contain non-printable characters are not supported, for example, tab etc.  If a user does not have Can Use access to a particular Location, they will not be able to change the record’s Assignee Location using a barcode scanner

Communications

 If a sender uses Send To to send a record to their own HP TRIM Location e-mail address, they will not be listed as a recipient, unless it is sent to an Outlook e-mail address

Thesaurus

The HP TRIM Thesaurus has been designed to follow the recommendations of ISO 2788 - Guidelines for the establishment and development of monolingual Thesauri. While every term may have as many narrower terms as a user may require, a well designed Thesaurus will have an appropriate number of subordinate terms, typically to a maximum of 10 to 15 terms. HP TRIM has been designed to function within these recommended parameters. If a Thesaurus is designed beyond the scope of a typical setup, then this may have a detrimental effect on HP TRIM’s performance.  Thesaurus prompt (free text component) is unavailable for the right-click Classify  Thesaurus Term function.  HP TRIM does not allow hyphens (-) in terms.

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Space management

 Space management using Microsoft Jet databases is not supported  When you perform a space management refine search, select the option Contiguous space for moving records to. This will allow you to specify a space that has room for the indicated number of records. Before processing, HP TRIM will display a message in case there is not enough room. You will have the option to press No to find a more suitable space. If you customize the columns for the Spaces dialog, you can add a column called Has Holding Bay. This should help you determine which spaces have a holding bay.  Record Properties dialog – the Home Location cannot be set to or changed from a space management level in the Record Properties dialog  General tab. To do this, you must use the Task  Home Location function.  Additional Fields - the minimum and maximum values for number, decimal and currency fields should not be changed once the field has been used on a record, as it may cause verification errors on the records.

Currency fields

 The default currency symbol set in the System Options  Currency tab will only allow one system wide default to be setup.  Currency and decimal fields – when a separator is typed in, it will always be displayed as a decimal point, regardless of the character set in System Options  Currency tab.

Tagging

 If you are performing a task on some tagged records which causes some of the tagged records to no longer fit the search criteria for the window, then press Refresh before performing any additional tag processing, for example, reporting, retention etc.

Drag and drop

 Drag and drop of tagged lists of items is not supported in HP TRIM. Drag and drop will only process the currently highlighted item rather than the tagged items. When a mail message is placed in a managed folder within Outlook, an event is started. There is a limitation on the number of items that can be dropped into a folder in Outlook and still have this event start. Instead of dragging and dropping, you should set up an Inbox rule to forward any e-mails automatically to the managed folder. For example, when you drag and drop a large number of items into a managed folder, they may not all be processed into HP TRIM and no error messages will display. The items will however be placed in the selected folder. It is recommended you use the TRIM In Outlook TRIM menu function Clear Backlogs if this occurs. This will process any unprocessed items in the selected folder.

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Interface

 Windows 2000 color schemes and HP TRIM Workflow Editor - if you change your Windows 2000 color scheme while the Workflow Editor is open, most HP TRIM toolbars will be unavailable  User toolbars and menus and fast search commands limitation - placing any fast search commands from the Commands tab - for example Fast Search Criterion - on a user created toolbar will not operate as expected and options will be unavailable. The commands will operate correctly if placed on one of the standard HP TRIM toolbars.  Creating records – when creating a record and the record number has been used, a message will appear to inform the user. This message will vary depending on the . This message will contain the Cancel, Try Again and Continue buttons.  Advanced Check In dialog - when there is a problem checking in multiple documents, the warning message will contain the Cancel, Try Again and Continue buttons.  Toolbar positioning - if HP TRIM 5 or 6 are maximized, any customization of the toolbars position will not operate correctly. If HP TRIM 5 or 6 are not maximized, the toolbar positions will operate as expected – known limitation.  Size field display – the Size field displays the size of an electronic document in two forms, an approximated value followed by the detailed, e.g. 74KB (74,567 bytes). If file size is displayed on a view pane or read only dialog, it will appear using this format. When displayed in a tree box column, it will just use the approximated format 74KB.  Custom toolbar icons – HP TRIM 6.2.2 does not support the creation of user drawn toolbar icons. A wide selection of predefined icons is available.  Status bar - staff name display - in online mode, the staff name is obtained from the Location’s display name. In offline mode, the staff name is obtained from a Location’s network login.

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Locations

 Staff members allocated to work areas or units are best limited to 20 to 60 at each level which allows HP TRIM to sort, display and refresh the screen at an acceptable performance level.  Special characters in Location names – special characters are supported for use in a Location name, however: — The use of the percentage character (%) is supported, but may mean that some inadvertent matches may be retrieved in Location searches. — The use of the asterisk character (*) is supported but may cause confusion as this is mainly used as a wildcard search character.  Location properties Associations tab - changing the order for Member Of, Supervised By and Delegate Of do not support reordering. The Move Up and Move Down options are only available for the Has Members, Supervisor Of and Has Delegate items.  Locations option Move Surname Prefix to end of sort name - if the System Options  Locations Move Surname Prefix to end of sort name is selected when a Location is created, that Location cannot be found. When the option is cleared, then Locations created under the cleared option will not be found using a search when the option is selected again.  Location properties  Association tab  Locations default cannot be changed to regular – when you add a Location to the associations, the first Location of a Location type that is added will be the default Location for that Location type and appear in bold. You cannot remove a Location’s default status without making another Location of the same type the default instead.  User cannot choose between multiple e-mail templates for the same mail event type – if there are multiple e-mail templates for the same mail event type, HP TRIM will use the first one according to its name to create an e-mail notification for the event. Users cannot choose which one to use. Workaround: Create only one e-mail template per event.

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Desktop integration

 Password protected files - password protected files (that is, the password added in authoring application) are not supported. Password protection can cause problems with several facets of HP TRIM operations.

Note

Deactivating password protection does not necessarily reduce the security problem because a prime purpose of a professional enterprise content management system is to provide storage, retrieval and security for all registered files.

General

 HP TRIM installation and profiles – during HP TRIM installation, the Send To  TRIM Context option is not added to all user profiles, only to the currently logged on user profile  Check out and extracting tagged e-mails - when checking out tagged cataloged e-mail messages, they can only be extracted as a Supercopy. The message It is not valid to extract documents of this type. will appear. This is due to the nature of the e-mail format when registered in HP TRIM.  Unlocked files - apparent check in discrepancy - certain applications do not lock files when in use, for example, WinZip, which means in turn that HP TRIM cannot determine whether the file is in use. In certain circumstances, for example, when a user modifies a *.zip file after it has been checked back in - see steps below, this may result in multiple copies of the file. Where applications do lock documents in use - for example, Word - check in is disallowed in Offline Records. For example: 1 Right-click and select Edit to edit a *.zip record, for example, Test.zip, which will check out the document for editing using HP TRIM Desktop. The document will be automatically checked back in when the document or authoring application is closed. 2 Before the document is modified or the application or document is closed, open Offline Records standalone and check in the *.zip record 3 Go back to the authoring application, and modify the *.zip file 4 Close the document and authoring application. The record in HP TRIM will have the original document with the original contents and a new draft document will have appeared in Offline Records containing the modified contents. This is the same behavior that would occur if the user were to delete a *.zip file from Windows Explorer while editing the .zip file using WinZip.  Checking in multiple documents using right-click Send To from Windows Explorer may result in the Windows error message Windows cannot access the specified device, path, or file. You may not have the appropriate permissions to access this item. - known limitation caused by Windows, not limited to HP TRIM. Workaround: Send smaller file groups instead.

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 Extracting electronic documents – if an electronic document in HP TRIM has a title of more than 260 characters, then it cannot be extracted to a local file or mapped folder without modifying its file name. In Windows 2000/Word 2000, the filename is truncated when it is sent to Offline Records or a local directory and so will open in Word 2000. You can change the name of the file when you extract it to a mapped folder or to a local file. This is not the record’s title, but the name of the file.  Document queues – sub-folder processing not supported. The document queue processor does not process items in sub-folders. Instead, you will need to create a separate queue to process this folder.

Offline Records

General

 Offline Records and My Documents folder set as a shared folder – if an organization configures computers so that the My Documents folder is a shared network resource, the default location for Offline Records will not work as designed. To configure Offline Records to work when this configuration is used, HP TRIM provides an option to configure the location of the TRIMAppData and the Offline RecordsDataPath directory locations. This option is within the silent rollout functionality. See HP TRIM Enterprise Studio Help  Batch Files/Scripting for details about this function. Under Client specific parameters, the property is called CTDDATAPATH.  Offline Records and HP TRIM References – Offline Records does not support checking in for HP TRIM References, i.e. shortcuts.  Offline Records and HP TRIM In Outlook - database selection - it is possible to explicitly connect HP TRIM in Outlook to a different dataset than Offline Records or HP TRIM; for example, when viewing a cataloged e-mail in a different dataset to what the default Offline Records is set to. If this is the case, then opening HP TRIM Reference files attached to e-mail messages will not work correctly. This only applies if you have the option Associate HP TRIM Reference Files with Offline Records selected.  Offline Records and files without extensions - Offline Records does not support files without an extension.  Zero length (empty) files are valid in Offline Records - for example, you may wish to create an empty ODMA or .txt document for later use - but are not valid in HP TRIM. If you attempt to catalog an empty file, an error message will appear and the file will not be cataloged.  Offline Records and viewer bypass - the ability to bypass file extensions is only available to HP TRIM. Offline Records ignores these settings. If the View command is used from Offline Records, the file will be opened in the default HP TRIM viewer.  Offline Records and viewer bypass in Windows XP environments - Viewing a document from Offline Records with a bypass set for the document type so that the document is viewed in its associated application results in the viewer opening the document in the background. If you are bypassing the internal HP TRIM viewer for a document, then the operating system assumes all control of the viewing.  Offline Records and shared drive access - a user cannot browse My Network Places to a shared drive and use Offline Records. The shared network drive needs to be mapped to a local drive before Offline Records will work.

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 Maximum Offline Records file path length - different versions of Office and other applications have different file length limits. When a user saves a document in Offline Records, the maximum number of characters is determined according to the application limit. The document name will be truncated at whatever it needs in order to not exceed the applications total length limit. For example, in MS Excel, the file length is set to 201 characters including the full Offline Records path, such as C:\Documents and Settings\user\My Documents\My Offline Records (03)\folder name\document name.xls.  Offline Records ODMA file name limit – the file name length for saving Offline Records documents is limited by the authoring application and/or the operating system. The environmental allowed length differs for the various Windows environments. This limit is set by the allowed length of the file name and path as saved in the user’s temporary folder. — The allowed file name length is determined by subtracting the length of the path and file name from the allowed length in the environment minus four characters for the file extension. The difference is the allowed file name length and the user name length. For example, when saving a document using Offline Records ODMA, the maximum path to the user’s Temp folder is determined and the number of characters for that is compared with the total number of characters supported by Microsoft. The remainder is the maximum number of characters you may enter in the record name that will appear in HP TRIM. In some operating systems, the title will be truncated with a -0- in the middle. It is recommended not to save records with a title length greater than the Windows temporary path restriction.  Offline Records and Microsoft Word file names - in MS Word, the file names include the path as part of the file name and are limited to 256 characters. This is a MS Word field length limitation. Therefore, when you attempt to save a file using Offline Records and you make the file name too long, Word will truncate the name to fit the 256-character limit.  Offline Records ODMA and Word 2002 Prompt for document properties option - if this Word 2002 option is selected, then a Microsoft Word error will occur when saving a document in Offline Records.  Offline Records and Word documents - if you have saved a document from Offline Records directly in HP TRIM, you cannot view it or search for it in HP TRIM until it is closed in Offline Records.  Microsoft Word 2000 and Offline Records file sizes - when Offline Records files are browsed from Microsoft Word 2000, all files are 0KB. For example, in Microsoft Word, select File  Open to display Offline Records, then set the view to Detail – the files will be displayed as 0KB. The Properties view displays the correct file sizes.  Offline Records and Microsoft Publisher Save Direct option - Publisher 2000 does not implement ODMA correctly. Publisher saves its temporary files in a path starting with the ODMA ID. This is not a DOS legal path. Microsoft does not support ODMA for Publisher 2002. You may wish to suppress the ODMA functionality for Publisher file types in HP TRIM Enterprise Studio  General  File Types function.  Offline Records and - Save Direct option – Microsoft Visio does not implement ODMA correctly and is unavailable in HP TRIM. If it should still call HP TRIM, suppress the ODMA functionality for Visio file types in HP TRIM Enterprise Studio  General  File Types. You can then put Visio files into HP TRIM using drag and drop.

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 Offline Records and Corel WordPerfect - WordPerfect Office 2002 (aka 10) needs Service Pack 3 in order for to open files from ODMA Offline Records. Word Perfect Office 2000 requires Service Pack 4.  Microsoft Excel will not allow a custom menu item like the HP TRIM Save, Save As and Open commands be used if there is a change made in a cell and the user has not committed the change by moving out of the cell  Upgrading of an older version of the TRIMTD.mdb file is not supported for MS Vista

Offline Records and HP TRIM Desktop

 The Automatically view electronic documents option in the Record List Pane tab of the User Configuration  Options dialog is not supported for HP TRIM Offline Records  Offline Records and My Documents folder UNC paths - UNC paths that are not on the local computer are not supported for Offline Records - if a user has configured their Offline Records data path to be on a network drive using a UNC, the user is presented with an Unspecified Error. This error will not occur if using a Mapped Drive.  Auto completion of the Title field does not occur when saving a document, as these details are not handed to ODMA – known ODMA behavior  Offline Records in offline mode and Container icons - when a container record is checked out to Offline Records, it will take the icon of the Record Type at the time of checkout. If the icon has been changed in HP TRIM, it will not be reflected in Offline Records until the record has been checked back in and then back out to Offline Records again.  HP TRIM Desktop, Microsoft Word and Microsoft PowerPoint - Microsoft ODMA integration limitation - if Microsoft Word or PowerPoint are set to display the Getting Started task pane, HP TRIM documents will be displayed with their ODMA name rather than their user-friendly HP TRIM name.

Offline Records Explorer shell extension

 The Offline Records Explorer shell extension is also known as Offline Records integrated with Windows Explorer  Connection indicator – there is no indication that the Windows Explorer shell extension may have lost a network connection  Known behavior - if there is more than one container record with the same name, you can only open one of them from the left hand explorer tree  The Send To  Mail Recipient command does not operate with Offline Records Explorer integration  The Add To  Favorites command does not operate with Offline Records Explorer integration  AutoCAD 2005 - known behavior - when an AutoCAD 2005 file is saved to Offline Records by selecting My Offline Records in the Save In box, double-clicking Offline Records does not open Offline Records. Workaround: Select the Save button to first open Offline Records and then the file can be saved into Offline Records.  The Shell Offline Records link cannot be added to Favorites  Multiple Workgroup / dataset environment – users cannot change to a different dataset or to a newly created dataset, if Offline Records is not installed with the silent installation function – known limitation. The silent installation function for the Offline Records shell extension registers all

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existing datasets - on multiple Workgroup Servers if necessary - so that the user can access them after the installation is complete.  ‘ ink’ enabled environments - using the HP TRIM Offline Records shell extension in an ‘ink’ enabled environment can cause Word to crash when copying data from HP TRIM into a Word document. This is due to a conflict between the HP TRIM shell extension and the ink object file C:\program files\common files\Microsoft shared\ink\inkobj.dll. No problems exhibit if this file is not registered. Refer to Microsoft article 326526.  Windows Explorer shell extension is not supported by HP TRIM under Windows Vista or later operating systems  Offline Records and Corel Word Perfect Office – documents in Corel Word Perfect cannot be saved to the Offline Records Explorer shell extension (Offline Records integrated with Windows Explorer). Use Offline Records ODMA instead.

MS Office

General

Compound documents

 Supported versions - compound document support is limited to Microsoft Office 2000, XP, 2003 and 2007.  Compound documents and e-mail - compound documents are not detected when cataloging from supported e-mail clients MS Outlook, GroupWise or Lotus Notes  Compound documents and Renditions - Renditions do not recognize compound documents. If a compound document is entered as a Rendition of a record, then the Renditions function will not recognize it as a compound document.  Deleted (Word 97) – HP TRIM will find any links you had and deleted in the document. This only occurs in Word 97, not Word 2000 or Word XP. For example, if you create a link inside a Word 97 document and save it, then delete the link and save again, then add another link and save it, then delete the link and save and so on, you will end up with a document that has no links. When you catalog this document into HP TRIM, it finds as many links as you had and deleted - even if you don’t currently have a link on the document.  OLE objects in Office 2000/XP and compound documents - known behavior. If you have set HP TRIM to use the application to open a compound document (that is, bypass the HP TRIM viewer), the external path links will be displayed. When an object is linked to a document in HP TRIM, the link is also embedded in the container document. The HP TRIM viewer uses and displays the embedded object (client document) before it looks for linked objects.  Broken links when viewing - check in compound document and link is broken when viewing in Word or the browser plug-in - Windows limitation. For example, you have a HP TRIM cataloged compound document in a directory with a link to a graphic file on the same drive.

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 When a user checks out the document to Offline Records and then edits the actual document (not the link), checks in the document using the Replace Current Revision or Make a New Revision options and then right-clicks it and selects to view the document using the associated application - Word - or the browser plug-in for the viewer, the link reads Error! not a valid link. If the viewer is the HP TRIM Viewer, the link will work correctly, as HP TRIM does not alter a document. In Microsoft Word (Edit  Link), the link is displayed as incorrect because it is pointing to the path to Offline Records, rather than to directory where the link actually is. When you first check out the HP TRIM record document and open it, the Edit  Links function in Word displays the path of the directory where the container document exists - the Offline Records directory. If you edit the link or update the link, it will display the correct directory path. If, however, you make changes to the container document and leave the link alone, the local Offline Records path is used when you check the document back in, rather than the directory path.  Excel spreadsheets in a Word document – in the Word File menu, an Excel HP TRIM menu item will be displayed that, if selected, will generate an error message. This is due to the way Microsoft Excel add-ins operate. HP TRIM will not detect that Word is the parent application until the user deselects and then reselects the Excel object in a Word document. The error will occur when a user is trying to save the document, but only when the Excel spreadsheet is active.  Cascading links in compound documents - cascading links within the first document will not be detected through Save direct ODMA integration as links are required to be stored as records.  Compound documents with broken links - if the path to a linked document (recorded in the parent document) does not exist or is not resolvable, the broken link is assumed to not be a link - that is, no link is detected. If HP TRIM cannot read the linked document, the link will default to External To TRIM.

Viewing documents

 The HP TRIM viewer will not view files larger than 25 MB  The HP TRIM viewer does not currently view Corel WordPerfect Quattro Pro 9 workbooks  The HP TRIM viewer can display raw HTML (versions through 4.0), however, because of the nature of Web pages to contain hyperlinks to other pages and links to graphics, scripts, etc., it is advisable to bypass the HTML file format in Tools  Options  Viewer or use Internet Explorer as a plug-in. Bypassing the HP TRIM viewer will invoke the default HTML viewing application.  Links - Microsoft Word and other office applications allow users to create hyperlinks, links to objects and embedded objects within and between documents. The HP TRIM viewer does not activate all these links. Use native applications for viewing links between objects and documents instead.

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 Printing .pdf files - when viewing a .pdf file in the HP TRIM viewer, the Adobe viewer will be viewing the source file and hold it exclusively. To print any document, the HP TRIM viewer usually makes a temporary copy. However, as the Adobe viewer is holding the .pdf file exclusively, HP TRIM cannot copy it. The solution for this is to use the Adobe Print button on the HP TRIM viewer, rather than the HP TRIM Print button. Alternatively, you may set a bypass on .pdf files so that they open directly in the Adobe viewer instead of the HP TRIM viewer.  .pdf files using viewer with Use the Browser Plugin option - if the .pdf viewer settings are set to use the browser plug-in when viewing a .pdf file, then when right-clicking and selecting Find to search for a word within the document, the viewer will disappear until the mouse is clicked.  Viewer searching unavailable for file types set to open with the browser plug-in – the HP TRIM viewer Search menu is unavailable if users specify the file type to open as a browser plug-in (in Tools  User Configuration  Options) and the file cannot open in the browser application and must therefore open in the HP TRIM Viewer.  It is advisable not to use browser plug-in for .tif documents as the focus stays on HP TRIM and not the viewing window  Bypass Viewer option and HP TRIM viewer focus - known behavior - closing an associated application after launching from the HP TRIM viewer causes loss of focus of the file in HP TRIM viewer and is not recoverable. For example, if you set the file type . to Browser Plugin in Tools  User Configuration  Options  Viewer tab and then view a Word document in HP TRIM, it will display in the HP TRIM viewer using a Word plug-in for Internet Explorer. If you then click on any other running application, for example, Notepad and then exit that application, the focus will return to HP TRIM Viewer, however you can no longer operate the Word document with the keyboard alone and must click in the window with the mouse to fully return focus to the HP TRIM viewer. A workaround for this is to use ALT+TAB to get back to HP TRIM to return the focus to the HP TRIM viewer.  MDI format files – the HP TRIM integrated viewers do not support the Microsoft Office Document Imaging format (.mdi) file type. By default, HP TRIM will launch the native application. These files can only be opened by Microsoft Office Document Imaging (Office XP) and Microsoft Office Document Imaging (Office 2003). Users who would like to share these files should save them in TIFF format.  Viewer limitations for objects in Excel 2007 spreadsheets – objects and charts in Excel 2007 spreadsheets are not displayed in the HP TRIM viewer. This is a known limitation of the third party viewer software.  Viewing Microsoft PowerPoint documents using Edit – HP TRIM will make a revision of the document if a user other than the author opens it in Edit mode and closes it without making any changes. This is due to the change of file size in bytes to the one already stored in HP TRIM. Use View if you do not intend to edit a PowerPoint document.  Catalogued Lotus Notes e-mail that was originally sent from Outlook 2007 may lose some formatting when you view it in the TRIM viewer. Workaround: Follow the configuration instructions for the Lotus Notes client extension in TRIM Help topic HP TRIM Software Help > Chapter 10 - TRIM and e-mail > TRIM and e-mail Administration > How to integrate with e-mail Applications > Lotus Notes Client Extension and in HP TRIM Tools  System Options  Record tab  Capturing Native Mail Renditions is preferably set to Advanced (Long-Term) Format – not Do Not Capture Native Mail Formats.

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Viewer printing

 HP TRIM prints only to any Microsoft Windows supported page printer.  Large documents, particularly graphics or graphic intensive documents may take a long time to print from the HP TRIM viewer. In such circumstances, it may be appropriate to use the authoring application for printing.  Printing documents that have a bypass set will not display a confirmation dialog box. If you are bypassing the internal HP TRIM viewer, then you will be printing from the associated application. For example, if bypass the viewer is selected for Word documents, then selecting File  Print in HP TRIM will simply print the document. If the bypass is not set, the viewer does the printing and a confirmation message is displayed.  Prevent printing from the HP TRIM viewers - if the menu task Print Document is unavailable for a Record Type, then the print options in the HP TRIM viewer will also be unavailable for: — documents — images — mail viewer However, even though a record cannot be printed from HP TRIM or the HP TRIM viewers, users may still bypass this restriction using other applications: — For file types viewed using an Internet Explorer plug-in, the print option will be unavailable on the main viewer menu, but the print command will still be available from the right mouse button menu or any other menu associated with the plug-in, such as the .pdf menus. — File types that bypass the viewer and launch a native application will have the print functionality of that application. — File types where the print function is adequately unavailable such as a .tif can be bypassed by selecting File  Launch or File  Save As, and then print using the native application. — Copy the information to print to the clipboard and paste it into an application that allows printing.  DiffDoc and Microsoft PowerPoint - if you are using DiffDoc to view PowerPoint files without HP TRIM and you close DiffDoc, it will close PowerPoint as well. This is independent of HP TRIM. When you compare .ppt files using DiffDoc from HP TRIM, the files being edited are lost. The application closes and the .ppt files are checked back in as they were when they were last saved. Any changes that were made after that time are not retained.

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MS Excel

 Microsoft Excel 2.1 spreadsheets are not supported by HP TRIM.  If Microsoft Excel is open with an HP TRIM add-in enabled, other applications will have difficulty accessing Excel’s Save menu items. If Excel is closed, other applications are able to open Excel without interference from a HP TRIM add-in.  Excel (including Excel 2007) and date formats - when opening and re-saving tab delimited or comma delimited files into HP TRIM using HP TRIM integration, ensure that date fields are set to text to avoid Excel ignoring the date format of the operating system and using the United States date format. You can find more information in the Microsoft Knowledge Base article explaining Excel’s handling of date formats: http://support.microsoft.com/kb/214233  Excel Share Workbook function – HP TRIM does not support users editing a shared workbook unless the workbook has been checked out of HP TRIM. Using Edit in HP TRIM will check the workbook out temporarily, but will automatically check it back in when it is updated or saved. The document should be checked out to Offline Records or as a Supercopy for editing.  Multiple installed Excel add-ins not supported – on computers that have Excel_XP_2003AddIn as well as the older TSJXL9 add-in installed, users should use just one of the two and remove the other from the list of add-ins

MS Word

 HP TRIM only supports *.doc format files Microsoft Word for the Check In function. For example, if a user edits a *.dot file, when it is checked into HP TRIM, it will be saved as a *.doc file. If you wish to save it with a different extension, save it locally first and then check that saved file into HP TRIM. With Word 2007, files are saved in the *.docx format unless backward compatibility with Word 2003 is set as the default.  Microsoft Word Insert command - when attempting to use the menu option Insert  File, the ODMA enabled dialog displays (HP TRIM Desktop) – ODMA limitation.  If Microsoft Word is set to display the Getting Started task pane, HP TRIM documents will be displayed with their ODMA name rather than their user-friendly HP TRIM name.  Unable to open or edit Word 2007 template (.dotx) in Word from TRIM – TRIM may display the message The Office Open XML file 0073 .DOTX cannot be opened because there are problems with the contents. This is caused by an issue with the MS Word 2007 ODMA implementation with Word 2007 templates that were saved directly to HP TRIM using ODMA integration functionality. Workarounds: When creating a new template in Word 2007 .dotx format, save it locally first, then drag and drop it in TRIM or save the template in Word 2003 template format locally and then drag and drop it in TRIM.

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MS other

 Microsoft Binder - HP TRIM cannot document content index text within Microsoft Binder files.  Microsoft Visio - Microsoft Visio does not support clearing the Allow access to Windows File Open & Save Dialogs option. If this option is not selected, then whenever a user cancels the process, the Local dialog will appear.

Non MS

 Lotus Word Pro – document content indexing cannot be performed on Lotus Word Pro documents  WinZip and multiple documents - editing of multiple .zip files with the WinZip option Reuse Zip selected results in incorrect check out behavior. TO be more exact, if a second edit occurs while a first edit process is running, and then it will replace the contents of the first zip window. This means that the first edit is considered by HP TRIM to be complete, because the WinZip process that was started to do the edit is no longer running.  Document scanning and Kofax Ascent Capture - the HP TRIM release script needs to be the first release script listed under the right-click Document Class  Release Scripts dialog if there is more than one release script.

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Mail messaging and groupware systems

 Temporary files – known behavior - when mail notifications are processed and Attach TRIM reference is selected, HP TRIM does not remove the temporary HP TRIM reference.  HP TRIM mail and Office XP - VB add-ins for Outlook - Outlook add-in (TSJOutlk.dll) registration - Office XP reports an attempt to read the Address Book by an (unknown) unreported application in Outlook during some functions. The error is directly related to the registration of the Outlook add-in triggering a Microsoft security event in Outlook XP. There is a known workaround from Microsoft to address e-mail virus issues. The fix for this is found in Outlook Service Pack 2 (OL2k (sp2) and OLXP.  Embedded e-mail messages are treated as attachments in HP TRIM – HP TRIM considers e-mail messages that are embedded in an e-mail message to be attachments. From a user’s perspective, the message may appear to have no attachments; however, the HP TRIM options to catalog attachments will be available. HP TRIM 5 and 6 are unable to determine the attachment type for an e-mail message and consequently the commands Send Attachments to TRIM and Send Attachments to Offline Records will be available even when the attachments are embedded HTML. Embedded attachments - HP TRIM does not support cataloging embedded attachments directly from Outlook. Catalog embedded attachments by saving them in Offline Records first. Under certain circumstances, for example when forwarding an e-mail message, Outlook may change how it displays an embedded file in the message, and it seems to be an attachment, but is actually an embedded file.  Date sent details - date sent information is stored for Extended MAPI compliant applications. Simple MAPI does not provide send date information.  E-mail and BCC recipients - it is possible for an e-mail message to be sent that only has BCC recipients. In some cases, this can result in the e-mail not actually being delivered because some SPAM filters will not permit e-mail in where the only recipients are BCC addresses.  ODMA integration and the Save As option when an e-mail attachment is open - the Save As option from an open e-mail attachment does not propagate the Title field with the file name - for example, if you open an e-mail attachment with a file name of Project 99 and then click Save As with ODMA integration selected, the Title field of the record will be blank.  Linked folder errors will occur in both Microsoft Outlook and Novell GroupWise, if a user logs into the e-mail client with a different name to their Windows user name. This occurs because HP TRIM’s Outlook and GroupWise integration writes its data to the HKCU section of the registry for the logged in Windows user. When a user then attempts to log into Outlook or GroupWise as another Outlook or GroupWise user, HP TRIM’s integration reads the settings from the logged in Windows user’s HKCU registry. Ensure that a single login name is used across Windows and the e-mail client.  When you use Catalogue Message Only and the option Tools  Context Administration  Record tab  Capturing Native Mail Renditions is set to Simplest (Linked) Format, HP TRIM saves only the message in the .vmbx file; however, the native mail rendition contains the message attachments regardless

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HP TRIM in Outlook

 Meeting items – HP TRIM is designed to catalog mail items, so meeting items can only be cataloged when they are in the Mail window of Outlook, not when they are in the window of Outlook.  Microsoft Security Patch for Outlook 2000 - the Microsoft Security Patch for Outlook 2000 is a step by Microsoft to combat script viruses attacking PC systems. Microsoft has published documentation that advises that the new restrictions may affect third party software packages. Certain file types are completely blocked in Outlook 2000 if the security patch is installed. None of the affected file types can be viewed, opened or saved within Outlook.  Mail notifications in MS Exchange/Outlook are not sent using the virtual name. Within HP TRIM Enterprise Studio  General  E-mail Server  Properties, there is the option Display this name for E-Mail sent, however, this information does not appear to be used when sending e-mail notifications. HP TRIM will construct the mail address in SMTP format and pass that to Exchange/Outlook, which then decides from the from e-mail address that it knows who it is, so ignores the From name, and just resolves it.  Microsoft Outlook - drag and drop multiple e-mail messages - if you have a mapped (linked) folder in Outlook set up to automatically catalog and then delete the e-mail messages, when you drag multiple messages and drop them into that folder, they are not cataloged. The workaround is to manually select Catalog all linked folders so that they can be cataloged into HP TRIM and then removed from Outlook. This is one of the reasons the option is provided.  Microsoft Outlook - deleting multiple e-mail messages - runtime errors - a runtime error may be displayed when a large amount of e-mails (300+) are selected to be deleted. After the runtime error, the HP TRIM In Outlook integration will not operate any more and you need to restart Outlook.  Outlook linked folders – Sent Items folder - it is not possible to make a link to the Sent Items folder to capture all outgoing messages. The Sent Items folder is linked as a managed folder internally by the HP TRIM/Outlook integration. It has unique functionality for items that are added to its collection. The user may selectively catalog an item sent by them rather than all items sent from their account. This will avoid noise e-mails from being cataloged into the database, giving users the control to selectively add their mail to the database. If all items sent from an account are to be cataloged, we suggest using an Inbox rule that copies them from the Sent Items folder to another folder which can be linked to HP TRIM.  Outlook Manage dialog – opening and closing the Manage dialog when the Outbox is displayed removes the Sent date for a highlighted message.  Outlook - HP TRIM Send To and signature blocks - there are many instances where the signature block is not included in an e-mail, for example, Explorer  Send To  Mail Recipient or Word  File  Send To  Mail Recipient. This is due to the function requesting a blank Outlook form. To resolve this, when the form appears, choose Insert  Signature.  Outlook 2003 and TRIM in Outlook add-in – after having dragged an e-mail message from the Inbox folder to a linked folder, the text TRIM: may not initially appear in the beginning of the message subject. After some time or restarting Outlook, TRIM: appears. Known behavior.

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 Outlook 2003 and TRIM in Outlook add-in – when using Recatalog on a mail item, the New Record form may display the original record number of the item instead of the new one. Eventually, Outlook refreshes the information and the correct record number appears. Known behavior.

HP TRIM In Outlook Attach TRIM Record on Send option

 Microsoft Outlook 2002 SP3 - if your mail format is set to Plain Text, a Microsoft Outlook warning message will be displayed when accessing the Address Book.  Windows XP – option opens search dialog in incorrect window. Only occurs when your first action after opening Outlook is to create a new mail message. Click Attach TRIM Record, and the search dialog opens in the original mail window, rather than the New Mail Message window. If you are using MS Word as your e-mail editor, the search dialog will be tied to your Outlook session as that is where it gets called from. Therefore, the Outlook window will be in the background, not the new message. All other editors operate correctly.  Plain Text - if you forward or reply to a message using Plain Text and use the option Attach Record Details to Message Body (metadata), the format will be changed to Rich Text and the metadata, attachments and HP TRIM references will be placed at the bottom of the e-mail text body - see RTF in Outlook below. — If you do not use Attach Record Details to Message Body (metadata), the attachments and HP TRIM References will be placed at the bottom of the e-mail in a split window frame.  HTML - if you forward or reply to a message using HTML and use Attach Record Details to Message Body (metadata), the metadata will be placed at the cursor position within the text body and the attachments and HP TRIM References will be placed at the bottom of the e-mail in a split window frame.  RTF (Rich Text Format) – known behavior - if you forward or reply to a message using Rich Text, the option Attach Record Details to Message Body (metadata) will be unavailable and the attachments and HP TRIM References will be placed at the cursor position within the text body.  RTF (Rich Text Format) – known limitation with adding HP TRIM attachments while using RTF to edit e-mails in Outlook 2000. This is caused by the attachments being included within the body of the e-mail. In Outlook 2000, the Rich Text property is not exposed, so is therefore unsupported. This is reflected in the dialog where the Metadata option is unavailable if the e-mail format is RTF. It is recommended you change the e-mail format RTF to HTML.

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HP TRIM attachments formatting support for HP TRIM metadata

HTML RTF (Rich Text Plain Text Format)

Windows XP with Supported Supported Formattingnotsupported Outlook XP (format type restriction)

Record Record metadata Record metadata available metadata available available Windows 2000 Supported Unsupported Formatting not supported with Outlook 2000 (Formatting is lost) (format type restriction)

Record Record metadata Record metadata available metadata not available available

Note

If using Outlook XP with Rich Text format, the option Attach Record Details to Message Body and its associated metadata tab on the Attach TRIM Records dialog will be available; however, a warning message will display suggesting that the message format be changed to HTML. Users do not have to follow this suggestion, as continuing with the process will still result in the record details in the e-mail message body.

 Attach TRIM Record on Reply option - after selecting Reply or Reply to All for a mail message, then TRIM  Attach Records from the toolbar and closing the message window without sending it while saving or not saving your changes, Outlook marks the message as having been replied to and saves a draft of the reply in the Drafts folder.  Outlook 2000 and the Add Record Details to Message Body option - HP TRIM In Outlook does not support the Add Record Details to Message Body option if the Outlook message format is set to Microsoft Outlook Rich Text and the option will be unavailable. If the message format is HTML or Plain Text, the option will be available.  Date and time properties of the actual e-mail sent or received differ to those displayed in the HP TRIM viewer. HP TRIM rounds down the time to the nearest minute, while Microsoft rounds up to the nearest minute. Therefore, the e-mail time details in HP TRIM will differ from the actual e-mail time by a minute.  Outlook e-mail messages and document content indexing - when you check in an e-mail message that was saved locally in .msg format or embedded e-mails sent to Offline Records, TRIM saves them as .msg files in TRIM format. TRIM indexes their content if that functionality has been applied to their Record Type. When you check in .msg files without their associated .vmbx files, for example, by dropping a locally saved e-mail message directly on TRIM or Offline Records, TRIM cannot index the e-mail metadata about recipients, subject, body, attachment file names or the content of the attachment itself. Therefore, document content searches using this information do not retrieve the e-mails. Workaround: Check in e-mail messages directly from your TRIM supported mail application.

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Note

The HP TRIM E-Mail Message Contents search method will not retrieve e-mail information - it will simply retrieve text within the body of the message

 Outlook - multiple HP TRIM e-mail attachments pasted into a new e-mail message become multiple instances of the same attachment - under certain circumstances, where a user copies e-mail attachments, then opens a new e-mail message and pastes the copied attachments into the new e-mail message window, the attachments may be overwritten with the contents of one of the attachments. Workaround: Users should either use Forward on the original e-mail or use Copy on the attachments after having created the new e-mail.  Outlook - user cannot paste multiple HP TRIM e-mail attachments into new e-mail message - in certain situations, where the user copies e-mail attachments before opening a new mail message, the clipboard will be deliberately cleared. This behavior is by design and due to limitations in saving and restoring the user’s data on the clipboard while creating e-mail. It does not affect text or files copied from Windows Explorer. Workaround: Users should either use Forward in the original e-mail or use Copy on the attachments after having created the new e-mail.  Outlook - Mark as Read unpredictable behavior - if e-mail items are marked as Read using Outlooks right-click function and then immediately cataloged into HP TRIM without losing the focus, then unpredictable behavior may occur. The e-mail that has been cataloged will not have its subject prefixed with TRIM: which indicates that the e-mail has been cataloged. Another possibility is that the e-mails may be set back to unread. The solution is to reselect the e-mail messages after marking them as read: 1 Select the e-mail(s) 2 Right-click and select Mark as Read 3 Select a different e-mail 4 Reselect the e-mail(s) 5 Catalog the e-mail(s).  Outlook Send To option - if HP TRIM In Outlook is enabled and a user selects Send To from another application, the message will be in the Outlook Outbox until Outlook is opened and the mail client is connected to the server.  Outlook Catalog on Send option — Subject line - move the focus from the subject line before the information in the subject line is displayed in the Catalog on Send dialog box, i.e. click outside it after clicking Catalog on Send. — Catalog on Send is not supported when the Outlook option Save Sent Items is not selected.

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 Outlook - using Word as e-mail editor — The Insert File option in Outlook displays a warning message This type of document (application name) is not appropriate for you application. Are you sure you wish to continue? Click OK and the file is attached correctly. This is an issue for Microsoft Outlook when using Microsoft Word as an editor while ODMA is also used. — On a new or editing an existing mail message, the HP TRIM mail toolbar and functionality are not available. For example, when you have your mail format set to Plain Text/Use Word to edit e- mail messages, if you open a Rich Text formatted message, the catalog icons are not shown. For Rich Text/Use Word to edit e-mail messages, the buttons do not appear when you open plain text messages.  Outlook toolbar - when the HP TRIM button in the Microsoft Outlook toolbar is minimized to show a More Buttons button (>>) and you click it, Outlook will no longer operate. This is a known limitation with third party buttons in Microsoft Outlook.

Note

If any draft messages are open, they may not be saved.

 Outlook – Catalog button availability is not consistent in certain environments, for example, in Windows 2000 Professional or Windows XP Professional running Office 2000 SR1, Outlook 2000 SR1, buttons are available inconsistently when a user clicks a message with an attachment. The buttons will, however activate eventually.  Outlook 2003 and Launch Native Mail Application option - when cataloging an e-mail and viewing a document within a container, you cannot view the electronic document when the Launch Native Mail Application is selected. For example, if you are cataloging an e-mail, and on the Record Entry Form you have a container option to enclose the record into, and you use KwikSelect to search for a container, then, when you have found the container, you may also wish to view the other documents that are contained in that container. When the Launch Native Mail Application (e.g. Outlook) is selected, the message A dialog box is open. Close it and try again may appear.  Outlook and Native Mail Rendition selected - if you have Native Mail Rendition turned on and also view using the native Rendition, the full set of HP TRIM In Outlook catalog buttons still appears. If this is your only view of the e-mail message, then the option Catalog Message Only is irrelevant as the Rendition always appears with all attachments. These options are in: — View option - Tools  User Configuration  Options  Mail tab — Method of capturing e-mail data - Tools  Context Administration  System Options  Record tab option When Creating Records from an E-mail message - Capturing Native Mail Renditions  Registering unknown ODMA file types, for example, e-mail messages - HP TRIM Enterprise Studio  General  Properties  File Types.

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 Outlook - Workgroup Server reboot causes the creation of linked folder to generate an error when choosing a container - that is, when you create a new linked folder and use KwikSelect to choose a container, an error is displayed: Interface not registered. Solution: Restart Outlook. — Simple MAPI is not supported for the following for both Lotus Notes and Outlook when using Mail To from a Location: – Using Simple MAPI and the HP TRIM form and Outlook – Using Simple MAPI and Mail To.  Outlook and Avaya Unified Messenger – the Avaya Unified Messenger and HP TRIM In Outlook add-ins co-exist in Outlook; however there is no HP TRIM interface with Unified Messenger itself. That means, when using Unified Messenger, there is no HP TRIM functionality available.  Outlook - managing HP TRIM linked folders and public folders on the Exchange Server – if you have multiple users linked to the same public folder on the Exchange Server and to the same HP TRIM database then when one person drags and drops an e-mail onto the linked folder, all the users that have that folder linked will see the same dialog boxes as the person who is cataloging the e-mail message.  Outlook HP TRIM toolbar may not appear automatically when you select it during an installation or when you select it from the HP TRIM client. Right-click the Outlook toolbar and select the HP TRIM toolbar. After this is set and the user logs out of Outlook, the toolbar appears the next time Outlook is started.  Known limitation – Outlook HP TRIM toolbar, right-click, select Customize and drag and drop a TRIM icon off the toolbar. Close and reopen Outlook - the TRIM icon that was removed is back on the toolbar.  Outlook 2000 - it is only possible to add metadata to the body of an e-mail message in Outlook 2000 when the format of the message is Plain Text.  Outlook public folders known limitation - at times, an automation error may occur when attempting to catalog from a public folder Inbox. However, if the e-mail is opened first, it can be cataloged without the error.  Outlook Private - if e-mail has a sensitivity level of Private, HP TRIM: is not added to subject line when the e-mail is cataloged into HP TRIM.  Outlook unicode characters in e-mail subject - HP TRIM viewer does not support unicode characters in the subject line of cataloged e-mails. After cataloging, HP TRIM replaces unicode characters in the e-mail subject line with other characters or question marks (?).  Outlook 2002 – moving large numbers of messages - when using Outlook 2002 integrated with HP TRIM, moving large numbers of message items between folders in Outlook may take significantly longer than when Outlook 2002 is not integrated with HP TRIM. During testing, moving more than 1000 messages showed it took 50 seconds with integration rather than 5 seconds without integration. Outlook versions 2003 and 2007 do not show this behavior.  Outlook – starting Outlook minimized – when running MS Outlook from a shortcut which has Run  Minimized selected in its properties, HP TRIM add-in buttons or menus may not be displayed and/or working correctly. This is due to Outlook configurations interrupting when running in the minimized state, a known limitation of Outlook documented on the Microsoft web site http://support.microsoft.com/kb/251340/en-us

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 Microsoft Office Outlook Error in registry for extension Exchange Extensions. The syntax or format of the registry entry is incorrect. Check the registry settings and compare the registry for this extension to other extensions in the registry. Users may receive this error when running Outlook for the first time, using Office 2003 without service packs and after an upgrade to HP TRIM 6.2 or an upgrade from a pre-release version of HP TRIM 6.2.

Novell GroupWise

 Novell GroupWise and Mail To - the Mail To function for GroupWise does not open a new Mail Message dialog box if GroupWise is not already running. It is recommended you use the HP TRIM form for sending mail. Select Send Records Using Context Mail Form option from Tools  User Configuration  Options  Mail tab  Novell GroupWise – no button available in a saved but not sent e-mail - when a new message is saved and then reopened before sending it, the Attach TRIM Record button is no longer available. This is because it is no longer flagged as a new message. The same circumstances apply to re-sending.  Novell GroupWise - Mail Integration options - in the User Options  Mail tab, the Launch the Native Mail Application option is not supported for GroupWise  Novell GroupWise - menu options – Tools  User Configuration  Options  Integration tab - if the Integrate TRIM with Novell GroupWise option is selected and the Use advanced integration option is not selected, only the basic integration with TRIM menu comands on the File menu will be available. If both options are selected, only the advanced integration with TRIM menu and TRIM icons on the toolbar will be available and not the basic integration. If the Integrate TRIM with Novell GroupWise option is not selected, there will not be any GroupWise integration.

 Novell GroupWise - Cataloging Attachments – when a user catalogs an attachment from GroupWise, the MIME information is also cataloged. Therefore, you will have both the mail attachments and the MIME as an attachment. This is a Novell GroupWise limitation. Novell publishes articles discussing these issues.  Novell GroupWise - cataloging attachments with embedded images - when a user catalogs an e-mail with embedded images, the image or images are stored as attachments and can be viewed separately. If GroupWise has been set to use HTML views, the e-mail will be cataloged with two attachments, the HTML version of the message and the actual attachment. The link to the attachment in the HTML version of the saved message will not work.  Exporting / importing linked folders - the import / export of linked Groupwise root folders is supported in HP TRIM. Subfolders cannot be exported.

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Lotus Notes

 Lotus Notes client - if you have run Lotus Notes with your mailbox, then closed the mailbox and left Lotus Notes running, TRIMNotes.exe will not function as expected. Close the Lotus Notes client or have the user mailbox open in the Lotus Notes client to ensure correct behavior.  Lotus Notes Send To function - if more than one File  Send function is attempted within a single HP TRIM session using Lotus Notes, then HP TRIM will stop responding.  Lotus Notes - mail groups - if a Lotus Notes mail type client is defined in the Sending Mail category in Tools  Options and the checkbox Always Use Mail Message Form is not selected, then sending e-mails to a group alias will fail. To ensure that e-mail messages sent to a group alias will work, select Always Use Mail Message Form for Lotus Mail clients.  Lotus Notes document queues - support for non-mail documents – includes Attach the Document and Title the Record, but does not include Cataloging a Contact, To Do Item or Calendar Entry from within those respective areas. Contacts cannot be cataloged from the Contact’s Address Book - HP TRIM menus are unavailable in this dialog. The objects inside your mail database are not Lotus Notes documents as such and therefore are not supported. HP TRIM support for non-mail message documents extends only to the primary documents contained in non-mail databases.  Lotus Notes queue processing - creating a queue for the Sent Items folder is not supported  Lotus Notes Advanced (Long Term) Format Rendition option – opening an e-mail message from HP TRIM that has been cataloged with the Advanced (Long Term) Format Native Mail Rendition system option will first display the Lotus Notes About Database document. Close it to view the e-mail message.  Lotus Notes mail databases - selecting a mail server displays mail databases that are inaccessible. Once you have successfully determined a Lotus Notes Server, a list of all the mail databases is shown. The databases in this list cannot be hidden.  Lotus Notes e-mail addresses and HP TRIM Locations  Mail To - e-mail addresses are cataloged from Lotus Notes as Outlook X400 addresses. Lotus Notes provides an X400 address when an SMTP address is requested, causing the Locations  Mail To function to fail for a Lotus Notes e-mail address. A workaround to this issue: — In the Description field of the e-mail address properties, you may enter the correctly formatted e-mail address and HP TRIM will use it as the recipient when you right- click and select Mail To from a Location.

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 Lotus Notes – opening NSF Renditions – if the Lotus Notes (R5 and 6) mail database option FolderReferencesenabled is set to False, opening an NSF rendition in native viewer will open the message in the All Documents folder, not the place it was cataloged from. HP TRIM can save Lotus Notes R5 and 6 mail messages as native mail Renditions. These NSF database files can be opened again from HP TRIM in the Lotus Notes folder from which they were saved. However, if the mail database from which the mail message is cataloged into HP TRIM, has its FolderReferencesEnabled property set to False, the mail message will not be re- opened in its original Lotus Notes folder when opened from HP TRIM. Instead, the mail message will only be visible in the All Documents folder. A solution is to enable the FolderReferencesEnabled property for the user’s mail database within the PostOpen event for the Notes Database. This event is found in the Design category Other, and within the Database Script design element. For example: Sub Postopen(Source As Notesuidatabase) Source.Database.FolderReferencesenabled=True End Sub. You should see your Lotus Notes Administrator about implementing this feature for you.  Lotus Notes - MAPI - Mail To from a Location within HP TRIM does not open a Lotus Notes new message window. Use Simple MAPI rather than Extended MAPI, limitation of Notes MAPI.  Lotus Notes Send To option - for the Send To function to operate with Lotus Notes R5 and 6, you must have the Use Simple MAPI option selected and the Send Records Using Context Mail Form option selected in Tools  User Configuration  Options  Mail tab.

RISS

 When using Microsoft Outlook 2003 or 2007, or Microsoft Exchange 2003, 2007 or 2010, and the HP IAP RISS Outlook add-in and the HP TRIM Outlook add-in enabled on the same computer, users may encounter the following behavior: — The TRIM prefix in the e-mail subject is not saved after an IAP archived e-mail messages is checked in to HP TRIM. — When a user has manually modified the subject line of an e-mail message that was archived to IAP, then in the Inbox, the new subject may appear in the preview window, but not in the open e-mail message. When the e-mail message is open, the new subject appears neither in the Inbox nor the preview window Cause: After a document of any format has been archived into IAP, it must prevent changes to the document title for legal and archiving purposes. Further investigations are being conducted by both the IAP and TRIM teams for a more consistent approach to this issue.

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HP TRIM Directory Synchronization

timeout - Active Directory will time out if a query takes too long to return all values, which results in an incomplete synchronization of the objects in Active Directory with HP TRIM. This is a known limitation of Active Directory. Further detail: http://support.microsoft.com/kb/315071 Workaround: Synchronize the accounts in stages using multiple input files. A common method of dividing up the objects is by user name of the end user. However, the HP TRIM DS Administrator can use any method they wish.

TRIMScan

 TRIMScan will apply the last used scan settings by default, regardless of the settings in any third-party scanning applications. This behavior is by design and consistent with other professional business applications.

HP TRIM thin client (ice)

Searching in the HP TRIM thin client (ice)  The HP TRIM thin client uses just one field for entering the search value  The HP TRIM thin client uses operators followed by a colon, e.g. titleword:book  Several criteria result in AND searches, e.g. titleword:book registered:2004  The comma is the OR operator, e.g. titleword:book,whale registered:2004. It is not possible to create OR searches with multiple fields, e.g. titleword:reef OR registered:today — Sorting search results – the HP TRIM thin client uses the parameter sort: to sort search results, e.g. Book registered:2004 sort:registered — the HP TRIM thin client uses operators to filter search results  Known limitation - combining multiple searches (more than two) which includes a User Defined Field will fail and display an error message.  Home Location cannot be set to a Space - it is currently not possible to use the HP TRIM thin client to set the Home Location of a record to a Space. However, you can use HP TRIM to set the Home Location to a Space. If the Home Location of the record was set to be a Space by a HP TRIM user, the HP TRIM thin client will display the Space in the Home Location field like any other Location. This behavior is known and will be changed in a later version of the HP TRIM thin client.  HP TRIM thin client and Windows Vista – you can access the HP TRIM thin client from browsers under Windows Vista 32 bit Enterprise or Business Edition; however, to support the WebDAV feature, you need to apply the latest Microsoft Web Folders patch. Download it from Other Windows Vista editions are currently not supported.

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 Duplicate titles – if the record type used has the option Behavior for Duplicate Titles set to Prevent, the HP TRIM thin client will display a warning and prevent the user from creating the record with a duplicate title. If Behavior for Duplicate Titles is set to Display Warning, the HP TRIM thin client will not display a warning and create the record. To stop users from creating duplicate titles for records in the HP TRIM thin client, set Behavior for Duplicate Titles to Prevent.  Internet Explorer 7 (IE 7) - opening MS Word documents directly from within the browser – Could not start Microsoft Office. Please check your Internet Explorer security settings Winword process remains open on closing warning message. IE 7 gives the user the option to open a MS Word document directly from the browser. IE may report that the security settings are wrong for this function. Change the IE 7 security settings: MS IE 7 Tools  Internet Options, select Trusted Sites and click Custom Level and select Initialize and script ActiveX controls not marked as safe for scripting.  Unable to access the drafts folder on a Mac - if you change your HP TRIM password, you are unable to connect to the server because Mac OS remembers your original credentials. To get around this problem, delete the previous user details on the computer: 1 Click the Search button, which is on the right side of the MAC window. 2 Type keychain in the search field and press enter. The keychain access option appears. 3 Select this option. The Keychain window displays the file name login keychain. 4 Open this file. The Keychain Access window appears and you can now edit the user details.  Create login and logout events when connecting from a Web Service creates large number of audit log events limitation – when the above option is selected in System Options  Security tab and Audit Logging is turned on, the HP TRIM thin client will create a large number of audit log events due to login validation.  Unable to open an Office document from the drafts page using Windows Vista – if you change your password for some reason, Windows Vista will not be updated, but remembers the old password. 1 To change it, in Control Panel, open User Accounts and then select Manage your network passwords. 2 Edit or remove the password for the HP TRIM thin client site. More information is available at the Microsoft Web site http://www.vistax64.com/tutorials/76585-stored-user-names-passwords.html  HP TRIM thin client - mail cataloging does not work for unsent drafts, only for sent e- mail.  ice and Record Access Controls behavior - To get the 'Save' and 'Discard Changes' buttons displayed in ice, change the following Record Access Control settings to:

- Set 'Update Document' to Everyone - Set 'Update Record Metadata' to Private

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TRIM WebDrawer

 WebDrawer stand-alone and WebDrawer ISAPI cannot be run on the same server as they share registry entries.  Web Accessibility (full keyboard use) for disabled users is not supported in TRIM WebDrawer.  Display of Record Type electronic document icons, for example, the Microsoft Word icon, is not supported. Users will be able to see an electronic document; however, it will appear with a generic icon rather than the specific one that indicates the type of file.  WebDrawer URL system option - if an organization does not have HP TRIM thin client licensed, the system options – Web Server WebDrawer URL format box will be selected by default and cannot be modified; so the Administrator may enter the URL, but will only have the option to use the WebDrawer format.  Server path and the Use the WebDrawer URL format option - if an HP TRIM thin client server is specified and then the Use the WebDrawer URL format option is set, HP TRIM will attempt to use both and the resulting link will not work.  Authentication using Kerberos is not supported in WebDrawer

Workflow Module

 Documents can only be attached to the first Activity in the Workflow  Supervisors cannot attach documents to Activities  E-mail messages to users contain unintelligible information after upgrade - after upgrading the Workflow module without upgrading or re-creating the e-mail templates, the e-mail messages to users may contain unintelligible information, like Due Date: %SO_P_atvDueDate%. Workaround: Re-create e-mail templates for new version of Workflow.  Activity behaving like it still has sub-Activities - having deleted all sub-Activities of an Activity, it may still behave as if it had sub-Activities, i.e. users cannot change its properties and it displays arrow symbols. Workaround: Delete the parent Activity and re-create it.

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Document Assembly

 Microsoft Word - Microsoft Word may display an error when attempting to edit a Document Assembly document. This might be caused by a delay in the loading of Document Assembly. To prevent this error from occurring, ensure that Microsoft Word is already open before attempting to open a Document Assembly document.  Backspace key in Microsoft Word - the behavior of the backspace key in Microsoft Word can be affected by the Tools  Options  Edit tab  Use smart paragraph selection option. If selected, the backspace key may highlight more than one field at a time; if unselected, it will highlight one field at a time.  Copy Record behavior - Copy Record can apply to Blueprints, but not to Document Assembly documents.  HP TRIM viewer does not view Word draft watermarks - draft watermark in Word does not display within the Oracle viewer in HP TRIM. This is a known limitation of the Oracle viewer technology. Refer to the Oracle (previously Stellent) incident issues #43882 and #44679.  Delta View and HP TRIM Document Assembly - certain configuration combinations between DeltaView and HP TRIM Document Assembly can cause undesirable side effects, such as Microsoft Word not responding.

HP TRIM Enterprise Studio

 Icon captions - icon captions are cut off when the window is expanded to full size to read the captions. This only occurs when the window is first expanded. If another area is selected, the captions appear normally and if the first window is then selected, the captions will also appear normally.  Database ID - if a database is removed and a new one is then set up with the same database ID, you need to restart the Workgroup Server for the correct database to appear.  Jet databases and word re-indexing – the HP TRIM Enterprise Studio word re-indexing function is not supported for Jet databases.  Offline Records - changing to a local Workgroup Server - locally available datasets will not be listed until restart of Offline Records.  Time coordination - the Workgroup Server coordinates date and time details between the client computers and the HP TRIM servers. It also prevents any HP TRIM updates if the clock is more than 10 seconds different. This would indicate that someone has manually changed the clock on their local computer while logged into HP TRIM. If this is the case, they will need to log out and then log back in again to re-synchronize with the network clock. If your system clock date does not match the server date, your Workgroup Server access will be denied. Manually changing the time on the Event Server causes it to stop processing events.

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 Windows 2000 Server – due to Windows 2000 not supporting 64 bit numbers, databases with small URIs running on Windows 2000 Servers cannot be migrated. If you are using Windows 2000 Workgroup Servers, create a Workgroup Server on a Windows 2003 Server and run the migration from that server for it to work.  Indexing of embedded objects – embedded objects, e.g. within a Word document, are not document content indexed  SQL error when creating SQL dataset with PRIMARY values - when you create a new SQL Server dataset in HP TRIM Enterprise Studio, and for the fields Tablespace and Indexspace, select PRIMARY, HP TRIM Enterprise Studio may generate an SQL Error at the end of the process. To avoid the error, use the default values for those fields.  Bulk indexing fails for individual records containing the trademark character ™ - workaround: After the bulk indexing is complete, check the log to identify the individual records that were not indexed. Index these manually from TRIM using the right mouse button option Administration  Reindex.  Under Windows Vista and Windows 7 installations for demonstration purposes and for Windows Server 2008, HP TRIM Enterprise Studio must be run with administrator permissions, for example by using right-click – Run as administrator for configuration file changes to save correctly  When a user with administrative permissions starts an instance of the HP TRIM client on a Workgroup Server while no Workgroup service is running, workgroup.exe starts and does not allow the Workgroup Server to run as a and causes the error message: Could not start the TRIM Context Workgroup Server service on a Local Computer. Error 1053: The service did not respond to the start or control request in a timely fashion. This behavior is intended. To solve the issue, use Windows to end the process TRIMWorkgroup.exe and start the Workgroup service.

TRIMPort

TRIMPort is designed as a general purpose utility for entry to mid level data import and export. For larger data import/export requirements, it is strongly recommended to develop purpose built conversion utilities.  E-mail messages - if e-mail messages with attachments are imported into HP TRIM, the attachments will be deleted from the import directory. It is therefore important that you take a backup of the import directory before importing the records.  Electronic addresses - only the default e-mail address is exported or imported. Other electronic addresses (e-mail, image and Web page) items are not exported or imported.  Numbering from container – when importing records that use numbering from container, the records must contain their full expanded record number within the import file. This function cannot be used to generate numbers automatically.

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 Numbering from container - the container must exist in the database before importing the record that gets its number from the container. If you have an import file that contains both the container and the record and the record is before the container in the import file, the record will not be imported. The user will have to run the import file twice, as the container will exist on the second run. Note this is only required for records numbered by container.  HP TRIM does not allow hyphens (-) in terms. If you have a Thesaurus that contains terms with hyphens in them, you will need to modify the import file and replace all the hyphens with another character before importing, for example, underscore (_).  Actions and Workflow - exporting or importing of action tracking or Workflow fields is not supported.  Space Management - importing records using space management as Locations is not supported. See TRIMPort Help  Import/Export Fields  Record Fields for further details.  Fields marked with asterisks - when you export data from a HP TRIM dataset, asterisks will appear before and after some field headers, for example, *Is Electronic*. These fields are usually attributes rather than metadata fields. Fields surrounded by asterisks are not displayed in the Import Field-to-Field Mapping dialog box, as there are no fields to import them to. You may however import these into Additional Fields if you create them before the import process is run.  Field length behavior - if the data in a record title field is too long, it will be truncated and placed in the record’s Notes field. To maintain consistency, the entire free text section will be placed in the Notes field.  Notes field limitation - if the text in the Notes field exceeds 65536 bytes (64 KB) the following message will appear and will be written to the import log file: The Notes field has been truncated as it exceeded the 65536 character limit.  Location Associations - associations are exported and imported in a one-way relationship only. A Location can be associated with many Organization Locations and is exported using the Member Of field. An Organization, however, does not export its associated members. This is because an Organization might have many thousands of members, but a Location will probably only be a Member of a small number of Locations.

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Changing HP TRIM language

 Customizing the current view in Outlook has extra column fields available when you set HP TRIM to use a non-English language using Tools  User Configuration  Language. This is due to the translation of Outlook user defined fields’ names. When cataloging mail items, three fields are used: — TRIM Database ID — TRIM Record Number — TRIM Record URI These fields indicate that the record has been cataloged, which dataset it is in and the related record URI and number. Outlook keeps a set of valid fields including the Outlook user defined fields. These can be viewed by dragging from the list of fields using Field Chooser onto the mail item viewer’s header. Any mail items cataloged while HP TRIM is set to a non-English language will result in the above user defined fields being added to the mail items. Outlook sees these fields as a different set of user defined fields as they have different names for each language.  Dutch and French localization – Search dialogs - Boolean operator buttons are in English  French Date Received Additional Field and e-mail cataloging - when an e-mail is cataloged, the Date Received Additional Field of type date or date/time) will be populated under all available language variations. However, for the French version of Date Received (Date de Réception), the accent must be used in the name/caption of the field for it to function.  Date Additional Field metavariable – setting the metavariable to, for example Today, will hold its value when switching between languages; however, for metavariable settings that were set prior to HP TRIM 6.2, the Administrator will need to show the properties of the Additional Field metavariable in the client language and then edit and save them. This will ensure the database is updated and the metavariable made available across all languages.  Changing the caption of a field in HP TRIM is applied to all languages.  Server language - all errors from the HP TRIM Servers are reported in English regardless of the language set for the client computer

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Limits summary

Note

The following entities are a subset. The subset includes those key to HP TRIM operations and those most frequently of interest to users. Further details can be provided on request.

Data storage

Entity Limit Records 1,000,000,000 Record Types 1024 * Record parts 99 * Recordsincontainer 300* Security levels 99 Caveats 45 Advancedsearchlines 20* OfflineRecordsdocuments 500*peruserperdataset OfflineRecordsfolders 60* Versions 99 * Decimalsandcurrency Amaximumof15digitsbeforethedecimal place, up to 8 decimal places Editboxdrop-downhistory 25 Recent Containers and Recent 25 Documents Document content index database 380GB or 64 million documents

Field length

Entity Character limit Record Number 50 Record Type Name 50 PartNumbers 2 Foreign Barcode 30 RecordTitle(structuredtext) 512 Record Title (free text) 254

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Entity Character limit Thesaurus Term 100 Classification Plan number 5 Classification Plan level Name 100 Security Level Name 50 Security Caveat Name 50 Person Surname 100 Organization Name 200 GroupName 200 Position Name 200 Location Telephone Number 30 Person Initials 25 Notes 65536 External reference 50 Workflow Name 100 Workflow Activity Name 100 Retention Schedule title 200 RetentionSchedulenumber 30 Consignment number 50 Priority 5 Additional text Field 65535 Lookup Set name 50 Lookup Set items 1024 *

* Recommended, but not strictly enforced upper limit. Beyond this limit, HP TRIM has not been tested extensively and may be subject to performance degradation.

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