hp trim specifications and limitations · the title page of this document contains the following...

HP TRIM

Software Version: 7.0

Specifications and Limitations

Document Release Date: March 2010

Software Release Date: March 2010

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Contents

1 Specifications ..........................................................................................7

Introduction ........................................................................................................................................................7

Requirements......................................................................................................................................................7

Main applications.........................................................................................................................................7HP TRIM client (32-bit) ........................................................................................................................7HP TRIM Workgroup Server ................................................................................................................8

Peripheral applications................................................................................................................................8HP TRIM Web Client ............................................................................................................................8HP TRIM for demonstrations ...............................................................................................................9HP TRIM SharePoint integration ........................................................................................................9HP TRIM Web Service ..........................................................................................................................9HP TRIM Document Assembly.............................................................................................................9HP TRIM Rendering module ................................................................................................................9HP TRIM WebDrawer .........................................................................................................................10Web Content Management (WCM) ....................................................................................................10HP TRIM in Outlook integration........................................................................................................10

64-bit support .............................................................................................................................................11

Network bandwidth ...................................................................................................................................11

Other hardware requirements ..................................................................................................................11

Relational Database Management System (RDBMS) requirements ............................................................12

Third-party database (RDBMS) characteristics ......................................................................................12

Supported RDBMS.....................................................................................................................................12RDBMS client 64-bit support..............................................................................................................12

RDBMS configuration prerequisites.........................................................................................................12Microsoft SQL Server ..........................................................................................................................12Oracle ...................................................................................................................................................13DB2.......................................................................................................................................................13

User account permissions..........................................................................................................................13DB2.......................................................................................................................................................13Microsoft SQL Server ..........................................................................................................................13Oracle ...................................................................................................................................................13

Supported applications.....................................................................................................................................14

HP TRIM viewer supported formats.........................................................................................................14

Mail, messaging and groupware systems.................................................................................................23Supported e-mail applications ............................................................................................................23

Compound documents................................................................................................................................23

2 Limitations and Behaviors ........................................................................24

General ..............................................................................................................................................................24

Installation .................................................................................................................................................24

Help.............................................................................................................................................................24

Dataset........................................................................................................................................................25

Access control and security........................................................................................................................26

Records and containers..............................................................................................................................27

New Record forms ......................................................................................................................................28

Searching ....................................................................................................................................................30

Report layouts ............................................................................................................................................31

Printing.......................................................................................................................................................32

Statistics reports ........................................................................................................................................32

Action tracking ...........................................................................................................................................33

Archiving ....................................................................................................................................................33

Dates ...........................................................................................................................................................34

Barcodes......................................................................................................................................................34

Communications.........................................................................................................................................34

Thesaurus ...................................................................................................................................................34

Space management ....................................................................................................................................35

Currency and language..............................................................................................................................35

Tagging and dragging ................................................................................................................................35

Interface......................................................................................................................................................36

Locations.....................................................................................................................................................37

Desktop integration ..........................................................................................................................................38

General .......................................................................................................................................................38

Offline Records and HP TRIM Desktop....................................................................................................39

HP TRIM viewer ........................................................................................................................................41

MS Office ....................................................................................................................................................44General .................................................................................................................................................44MS Excel...............................................................................................................................................45MS Word...............................................................................................................................................45

MS other .....................................................................................................................................................46

Non MS .......................................................................................................................................................46

Mail messaging and groupware systems..................................................................................................47HP TRIM in Outlook ...........................................................................................................................48Novell GroupWise................................................................................................................................53Lotus Notes ..........................................................................................................................................54

HP TRIM Directory Synchronization .......................................................................................................55

TRIMScan...................................................................................................................................................55

HP TRIM WebDrawer ...............................................................................................................................56

HP TRIM SharePoint Integration.............................................................................................................56

HP TRIM Web Client.................................................................................................................................56

HP TRIM Document Assembly .................................................................................................................57

HP TRIM Enterprise Studio......................................................................................................................57

TRIMPort....................................................................................................................................................58

Workflow module........................................................................................................................................59

Key data storage limits..............................................................................................................................60

Key field length limits ...............................................................................................................................61


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1 Specifications

Introduction

HP TRIM contains powerful and useful functions for electronic document and recordsmanagement.

Because HP TRIM can and should be configured in a number of ways depending on yourrequirements, the functions have been designed to be flexible without compromising rigorousdocument and records management standards.

Please note that HP TRIM is designed to operate within the parameters of sound informationmanagement principles and that attempts to extend HP TRIM beyond these parameters willadversely affect its implementation.

Requirements

Main applications

HP TRIM client (32-bit)

Component Requirement

Operating system Windows XP Service Pack 3

Windows Vista SP1 (32-bit or 64-bit)

Windows 7 (32-bit or 64-bit)

Processor Dual Core, 2.7 GHz or faster

Memory 2GB RAM

Disk space 50GB or greater

Display Graphics device capable of displaying

a resolution of 1024x768 or higher

Installation prerequisites(included on the HP TRIMinstallation CD)

Windows installer 3.1 Microsoft .NET Framework 3.5 Service Pack 1 Microsoft Visual C++ 2008 Redistributable

Package

Other DVD drive, keyboard andmouse or compatible pointing device


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HP TRIM Workgroup Server

A HP TRIM implementation must have at least one HP TRIM Workgroup Server, but mayhave several depending on the number of HP TRIM clients and their geographicalarrangement.

Component Requirement

Operating system

for 32-bit installation

Windows Server 2003 R2 (32-bit)


Windows Server 2008 SP2 (32-bit)



Operating system

for 64-bit installation




Processor Dual Core, 3GHz or faster

Memory 4GB RAM or greater

Disk space 50GB or greater

Display Graphics device capable of displaying

a resolution of 1024x768 or higher

Installation prerequisites(included on the HP TRIMinstallation CD)

Windows installer 3.1 Microsoft .NET Framework 3.5 Service Pack 1 Microsoft Visual C++ 2008 Redistributable

Package

Other DVD drive, keyboard andmouse or compatible pointing device

Additional disk space to store electronicdocuments and images

Additional disk space equal to 10-15% of thedocument store for document content indexes

Peripheral applications

HP TRIM comes with a number of peripheral applications which install either throughHPTRIM.msi or separate .msi installation files from the installation media.

Some of these have additional requirements for smooth operation:

HP TRIM Web Client

HP TRIM Workgroup Server and Enterprise Studio

Microsoft Internet Information Server (IIS) 6 or 7.0


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HP TRIM for demonstrations

You must have administrator or elevated access rights for the target computer to installHP TRIM

Microsoft SQL Server 2005 or 2008 or their Express Editions

The user must be a member of the computer groupSQLServer2005MSSQLUser$<computer name>$SQLEXPRESS or their equivalents

HP TRIM SharePoint integration

HP TRIM SharePoint integration should be installed on a server running either of thefollowing Windows 64-bit operating systems:

Windows Server 2003 R2 (64-bit) or Windows Server 2008 SP2 (64-bit) with all servicepacks

The server computer should have installed:

Microsoft Office SharePoint Server 2007 SP2

SQL Server 2005 or its Express Edition

Microsoft Enterprise Library 4.1

HP TRIM Workgroup Server that exposes the dataset that you will use

HP TRIM Web Service

To use the HP TRIM Web Service, you must install at least one instance

To distribute the workload, you can install several instances


Microsoft Internet Information Server (IIS) 6 or 7.0 selected as application serverincluding ASP.NET

Microsoft Web Service Extensions 3.0

HP TRIM Document Assembly

HP TRIM client

MSXML 4.0 Service Pack 2.It is available for download from the Microsoft Web site athttp://www.microsoft.com/downloads/details.aspx?familyid=3144b72b-b4f2-46da-b4b6-c5d7485f2b42&displaylang=en

Microsoft Word XP Service Pack 3 or later

Visual Basic for Applications (VBA) component of Microsoft Office.

If VBA is not installed, macro errors may occur when you try to use some functions.

HP TRIM Rendering module

Windows Sever 2003 (32-bit) only


http://www.microsoft.com/downloads/details.aspx?familyid=3144b72b-b4f2-46da-b4b6-c5d7485f2b42&displaylang=en

http://www.microsoft.com/downloads/details.aspx?familyid=3144b72b-b4f2-46da-b4b6-c5d7485f2b42&displaylang=en


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Black Ice drivers as separate installation by using Hewlet_ColorPlus_TS32.msi from HPTRIM installation CD.

You can install these after installing the rendering module.

You also need to follow the instructions from TRIM7.0_Install.pdf to install two virtualprinters.

To create VEOs, Microsoft Capicom installed

HP TRIM WebDrawer

A WebDrawer implementation must have at least one WebDrawer Server running, butseveral may be implemented to distribute the workload.

It is supported on 32-bit operating systems only.

A WebDrawer Server must always be installed on a server also acting as a HP TRIMWorkgroup Server.

Windows Server 2003 SP2 (32-bit) or Windows Server 2008 SP2 (32-bit)


Microsoft Internet Information Services (IIS) 5 or 6 for ISAPI version of WebDrawer

See TRIM7.0_WebDrawer.pdf for further details about WebDrawer configuration.

Web Content Management (WCM)

Windows Server 2003 SP2 (32-bit) or Windows Server 2008 SP2 (32-bit)

HP TRIM Workgroup Server and Enterprise Studio

HP TRIM Web Service

SQL Server 2005

Internet Information Server (IIS) 5 or 6

Application Server role

HP TRIM in Outlook integration

Microsoft Office 2003 or 2007


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64-bit support

In addition to the standard 32-bit applications, these HP TRIM applications are available as64-bit applications:


HP TRIM SharePoint integration

HP TRIM Web Service

HP TRIM client applications and functions are not available in 64-bit.

You will find the 64-bit .msi files on the installation CD.

HP TRIM 32-bit applications run on 64-bit operating systems; however, HP TRIM 64-bitapplications do not run on 32-bit operating systems.

HP TRIM 32-bit clients can run with a separate HP TRIM 64-bit server and HP TRIM 64-bitclients could run with a separate HP TRIM 32-bit server.

HP TRIM 32-bit servers and HP TRIM 64-bit servers cannot coexist on the same computer.

Network bandwidth

As an n-tier client/server application, HP TRIM relies on adequate network resources toperform.The minimum effective network bandwidth between a HP TRIM Workgroup Server and theselected RDBMS Server is:

64 KBps when implemented with a third-party RDBMS

The minimum effective network bandwidth between a HP TRIM client and a HP TRIMWorkgroup Server is 10 MBps

The minimum effective network bandwidth between a HP TRIM rich client and itsWorkgroup Server is:

10 MBps LAN access.

Attempts to run HP TRIM across a network of narrower bandwidth or on a heavily utilizedconnection may lead to impaired performance.

Other hardware requirements

Approximately 6.5KB disk storage space per record (excludes images and other electronicdocuments)

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 (RDBMS)

requirements

Third-party database (RDBMS) characteristics

The only option where a wide area network is involved

The most reliable environment due to the security provided by the advanced features ofmost RDBMS (rollback, etc.)

Offers the ability to use a standard corporate database

Allows users to access the database with third party query and reporting tools

Is necessary where the number of active, concurrent users exceeds 10

Allows the database to be located on a remote host/server, for example, UNIX, Novell,MVS etc.

Supported RDBMS

Microsoft SQL Server 2005 SP2 (32-bit), SQL Server 2005 (64-bit),

SQL Server 2008 (64-bit)

Oracle 10g (32-bit and 64-bit), 11g (32-bit and 64-bit)

IBM DB2 UDB versions 9.5 (32-bit and 64-bit) or newer for UNIX, Linux,

Windows

RDBMS client 64-bit support

Whether you use a 32-bit or 64-bit client depends on whether your HP TRIM application is32-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.

Check the version of HP TRIM you are installing and install the corresponding RDBMSclient.

It does not matter whether the database you are connecting to is 32-bit or 64-bit.

RDBMS configuration prerequisites

Microsoft SQL Server

The database for SQL Server 2005 must be configured to use the dictionary order, caseinsensitive 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 orcase sensitive sort order

The compatibility level for the database must be at least 7.0, preferably 8.0


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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

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, CREATESEQUENCE, CREATE SESSION, CREATE SYNONYM, CREATE TABLE, CREATEVIEW, CREATE CLUSTER, CREATE INDEXTYPE, CREATE OPERATOR,CREATE PROCEDURE, CREATE SEQUENCE, CREATE TABLE, CREATETRIGGER, CREATE TYPE

See http://download-west.oracle.com/docs/cd/B19306_01/network.102/b14266/appendixa.htm for details.

RESOURCE role

http://download-west.oracle.com/docs/cd/B19306_01/network.102/b14266/appendixa.htm

http://download-west.oracle.com/docs/cd/B19306_01/network.102/b14266/appendixa.htm


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Supported applications

The HP TRIM rich client supports dragging and can support documents created in numerousapplications.The following is a list of applications that integrate with the HP TRIM rich client whetherthey use ODMA or scripts/macros.

Microsoft Family / Comment

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

Corel

WordPerfect 2000 (Word Perfect Office 2000) - requiresService Pack 4

Many applications allow you to password protect your documents. Password protectingdocuments is unnecessary in an environment using an electronic document managementsystem and will complicate operation of the system for users.Password protecting documents may, depending upon the authoring application and thecircumstances, defeat the purpose and operation of the system.

HP TRIM viewer supported formats

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

Archive Version

LZA Self Extracting Compress

LZH Compress

Microsoft Office Binder 95, 97

RAR 1.5, 2.0, 2.9

Self-extracting .exe

UNIX Compress

UNIX GZip

UNIX tar


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Archive Version

Uuencode

ZIP PKZip, WinZip

Database Version

DataEase 4.x

DBase III, IV, V

First Choice DB Through 3.0

Framework DB 3.0

Microsoft Works DB for DOS 1.0

Microsoft Works DB for Macintosh 2.0

Microsoft Works DB for Windows 3.0, 4.0

Paradox for DOS 2.0 – 4.0

Paradox for Windows 1.0

Q&A Database Through 2.0

R:Base R:Base 5000

R:Base R:Base System V

Reflex 2.0

SmartWare II DB 1.02

E-mail Version

Encoded mail messages MHT

Encoded mail messages Multi Part Alternative

Encoded mail messages Multi Part Digest

Encoded mail messages Multi Part Mixed

Encoded mail messages Multi Part News Group

Encoded mail messages Multi Part Signed

Encoded mail messages TNEF

IBM Lotus Notes Domino XMLLanguage DXL

8.5

IBM Lotus Notes NSF (File ID only) 7.x, 8.x

Microsoft Outlook (MSG) 97 – 2007

Microsoft Outlook Express (EML)

Microsoft Outlook Forms Template(OFT)

97 – 2007


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E-mail Version

Microsoft Outlook OST 97 – 2007

Microsoft Outlook PST 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 IDonly)

MPEG-1 Audio layer 3 V ID3 v2 (File IDonly)

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 (Metadataextraction only)

Windows Media DVR-MS (Metadataextraction only)

Windows Media Audio WMA (Metadataextraction only)

Windows Media Video WMV (Metadataextraction only)

WAV (Metadata extraction only)

Other Version

Microsoft Project (File ID only) 2007

Microsoft Project (text only) 98 - 2003


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Other Version

Microsoft Windows DLL

Microsoft Windows Executable

vCalendar 2.1

vCard 2.1

Yahoo! Messenger 6.x – 8

Presentation Version

Corel Presentations 6.0 – X3

Harvard Graphics Presentation DOS 3.0

Lotus Freelance 1.0 – Millennium 9.6

Lotus Freelance for OS/2 2

Lotus Freelance for Windows 95, 97

Microsoft PowerPoint for Macintosh 4.0 – 2008

Microsoft PowerPoint for Windows 3.0 – 2007

OpenOffice Impress 1.1, 2.0

StarOffice Impress 5.2 – 8.0

WordPerfect Presentations

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) All

IBM Graphics Data Format (GDF) 1.0

IBM Picture Interchange Format (PIF) 1.0

Initial Graphics Exchange Spec (.iges) 5.1

JBIG2 Graphic embedded in .pdf files

JFIF (.jpeg not in .tiff format)

JPEG


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Raster image Version

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

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 – 8.0

Sun Raster

TIFF Group 5 & 6

TIFF CCITT Group 3 & 4

Truevision TGA (.targa) 2.0

WBMP wireless graphics format

WordPerfect Graphics 2.0 – 10.0

X-Windows Bitmap x10 compatible

X-Windows Dump x10 compatible

X-Windows Pixmap x10 compatible

Spreadsheet Version

Enable Spreadsheet 3.0 – 4.5

First Choice SS Through 3.0

Framework SS 3.0


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Spreadsheet Version

IBM Lotus Symphony Spreadsheets 1.x

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

Microsoft Excel Charts 2.x – 2007

Microsoft Excel for Macintosh 98 – 2008

Microsoft Excel for Windows 3.0 – 2007

Microsoft Excel for Windows(File ID only) 2007 Binary

Microsoft Works SS for DOS 2.0

Microsoft Works SS for Macintosh 2.0

Microsoft Works SS for Windows 3.0, 4.0

Multiplan 4.0

Novell PerfectWorks Spreadsheet 2.0

OpenOffice Calc 1.1 – 2.0

PFS:Plan 1.0

QuattroPro for DOS Through 5.0

QuattroPro for Windows Through X3

SmartWare II SS 1.02

StarOffice Calc 5.2 – 8.0

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 (CSS rendering not supported) 1.0 – 4.0

IBM DCA/RFT

Macintosh character set

Rich Text Format (RTF)

Unicode Text 3.0 , 4.0

UTF-8


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Text & Markup Version

Wireless Markup Language

XML (text only)

XHTML (file ID only) 1.0

Vector image Version

Adobe Illustrator 4.0 - 7.0, 9.0

Adobe Illustrator (XMP only) 11 – 13 (CS 1 – 3)

Adobe InDesign (XMP only) 3.0 – 5.0 (CS 1 - 3)

Adobe InDesign Interchange (XMP only)

Adobe PDF 1.0 – 1.7 (Acrobat 1 - 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

Micrografx Designer through 3.1

Micrografx Designer 6.0

Micrografx Draw through 4.0

Novell PerfectWorks Draw 2

OpenOffice Draw 1.1 – 3.0

Visio 5.0 - 2007

Visio (Page Preview mode WMF/EMF) 4.0


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Vector image Version

Visio XML VSX (File ID only) 2007

Windows Metafile (.wmf) No specific version

Word processing Version

Adobe FrameMaker (MIF only) 3.0 - 6.0

Adobe Illustrator Postscript Level 2

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 Word Processor 3.0 - 4.5

First Choice WP 1.0, 3.0

Framework WP 3.0

Hangul 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

Legacy 1.1

Lotus Manuscript Through 2.0

Lotus Word Pro 9.7, 96 - Millennium 9.6

Lotus Word Pro (non Win32) 97 - Millennium 9.6

MacWrite II 1.1

MASS 11 through 8.0

Microsoft Publisher (File ID only) 2003 - 2007

Microsoft Word for DOS 4.0 - 6.0

Microsoft Word for Macintosh 4.0 – 6.0, 98 – 2008

Microsoft Word for Windows 1.0 - 2007

Microsoft Word for Windows 98-J

Microsoft WordPad

Microsoft Works WP for DOS 2.0


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Word processing Version

Microsoft Works WP for Macintosh 2.0

Microsoft Works WP for Windows 3.0, 4.0

Microsoft Write for Windows 1.0 - 3.0

MultiMate Through 4.0

MultiMate Advantage 2.0

Navy DIF

Nota Bene 3.0

Novell PerfectWorks Word Processor 2.0

OfficeWriter 4.0 - 6.0

OpenOffice Writer 1.1 - 2.0

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

Samna Word IV 1.0 - 3.0

Samna Word IV+

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

WordPerfect for Macintosh 1.02 - 3.1

WordPerfect for Windows through 12.0

Wordstar 2000 for DOS 1.0 - 3.0

Wordstar for DOS 3.0 - 7.0

Wordstar for Windows 1.0

XyWrite Through III+


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Mail, messaging and groupware systems

Supported e-mail applications

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

E-mail client functions

MicrosoftOutlook

2003, 2007

NovellGroupWise 7

Lotus Notes7 to 8

Checking in to HP TRIMYes Yes Yes

Checking in automaticallyfrom folder

Yes YesYes, using queue

processing

Checking in on send Yes No No

Attach HP TRIM record tonew message

Yes Yes Yes

HP TRIM functions

E-mail notificationYes Yes Yes

HP TRIM File/SendYes Yes Yes

Mail message form/SendYes Yes Yes

Mail setting in Tools Options E-mail tab

MicrosoftOutlook

GroupWise Notes Mail Other

Compound documents

HP TRIM supports compound electronic documents created using:

Microsoft Office 2000

Microsoft Office XP




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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, theinstallation process cannot close it and a warning message will advise to close theapplication.If the installation is being performed using the silent installation method, the messageadvising them to close this program does not appear. Silent installations run on startupwhen generally, no programs are open.

The versions of all HP TRIM peripheral applications, components and add-ons have to bethe same as the version and build number of the main HP TRIM application

Help

F1 does not display correct Help topic on right-click menu options – when you press F1 todisplay the associated help topic for a right-click menu item, the topic that appearsinstead is for the list panes and view panes, which is on the screen behind the floatingright-click menu. This is a known limitation.

Spelling checker Help file SSCE.chm - the HP TRIM spell check Help file is a separateWindows Help file to the HP TRIM Help file TRIM.chm, as it uses a third-party spellingchecker. This information is duplicated in the HP TRIM Help file - Spelling Checkertopic.

Our own document OurOwn.pdf is a sample document that you can replace with yourorganization’s own document for users to access their own procedures using the HPTRIM Help file.The link from the HP TRIM Help file to OurOwn.pdf works when HP TRIM is installedin the default folder Program Files\Hewlett-Packard\HP TRIM; however, the link does notwork when HP TRIM is installed in a different folder unless you edit the Start Inparameter in the shortcut to the new HP TRIM folder path.


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Dataset

IBM DB2 only - wildcard word searches are sorted by title.Due to underlying limitations with DB2, the ordering for this type of search will usenative DB2 sorting, instead of the more intuitive dictionary ordering. No other searchtype is affected.

Activity Log tab - the dataset Activity Log tab will remain active when a user changes toa dataset in which they are not an administrator.For example, a user is an administrator in dataset A. When they are logged on to thisdataset and have the Activity Log tab opened, they see the Dataset tab showing detailsabout dataset A.When they then log on to dataset B as a user of user type other than Administrator - forexample, Information Worker - they will still see the Dataset window in the activity logand the logging therein for dataset A. When they then shut down HP TRIM and restartit, the dataset activity log does not appear.

Kerberos authentication - HP TRIM assumes that for Kerberos authentication, the HPTRIM 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 tothe Workgroup Server to authenticate its identity. The extra round trip is recorded in thedataset activity log.

Using upper case Record Type title in Oracle dataset changes back to title case – afterhaving changed the name of a record type to title case, HP TRIM changes it back toupper 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 notallowing case insensitive searches. This means that if you searched for ORACLE and theword stored in the database was Oracle, it would return no results. As such, all items arestored as uppercase to ensure that the database does not fill up with false entries andthat the correct results are always returned.This issue has been addressed by Oracle in version 10g Release 2.

Unable to enter the PROGID of a COM component implementing theITRIMEventProcessor Interface when the event processor does not exist on the samemachine where you are configuring HP TRIM Enterprise Studio. The error message thatappears when entering the ProgID is Could not get the CLSID from the ProgID‘<number>’.Cause: The user defined event application cannot be validated from HP TRIM EnterpriseStudio because it cannot see the application to validate its CLSID.Workaround: Temporarily copy the application to the Workgroup Server running HPTRIM Enterprise Studio when registering the user defined event.The copy of the application on the Workgroup Server does nothing.Drawback to this workaround: When you go into the configured processors for thedataset running the user defined event and click OK, you will see the message toinstantiate the User Defined HP TRIM Event Processor again. Select No or you will haveto temporarily copy the application to the Workgroup Server running HP TRIMEnterprise Studio again.Note: There is no harm in having a copy of the application on the Workgroup Serverrunning HP TRIM Enterprise Studio, but it could be easier to just leave it there toprevent the recurring request.


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Access control and security

Downgrading a user’s security profile – when you downgrade the security profile of auser and they have records marked to them that are of a higher security level than theusers, then no security violation warning will appear.For example, create a record within a Record Type which has top secret profile settingsmaking User the Assignee Location. User has a top secret profile. Then downgrade Userto Unclassified. The record now has an Assignee Location with a lesser security profilethan itself without giving a warning or a security violation.

Access Controls and record creation and default Retention Schedules - Access Control ona Retention Schedule that is set as a default for a Record Type will not prevent usersfrom creating records of that Record Type if the Retention Schedule field is not on theNew Record form.Adding the Retention Schedule field to the New Record form for the Record Type willprevent users from creating records of that Record Type using the default RetentionSchedule.

Access Restrictions and US DoD 5015.2 compliance – when Tools HP TRIMAdministration System Options Security tab Miscellaneous security options Implement US DoD 5015.2 Chapter 4 classified security standard and / orMiscellaneous tab Implement US DoD 5015.2 compliance are selected, HP TRIMoperates according to the US DoD 5015.2 Chapter 4 software application design criteriastandard.See http://jitc.fhu.disa.mil/recmgt/standards.html for more information about thestandard.

Microsoft Active Accessibility (MSAA) support - Locations Prefix search - activating theuser interface MSAA support in Customize Options makes the Prefix search facilityin Locations unavailable

Icon size in spelling checker - the spelling checker icon in HP TRIM does not comply withstandard Windows display setting because it is a third-party application

http://jitc.fhu.disa.mil/recmgt/standards.html


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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 informationarchiving. Sorting and displaying records within a container is resource intensive; any morethan 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

More container levels may lead to performance degradation when HP TRIM performsrecursive comparison such as checking security or retention rules across multipleaggregation levels.

HP TRIM checks retention rules recursively down through a maximum of four containerlevels.

Record creation and Record Types using Numbering by Container - when you numberrecords by container and then change the number of the container, the contained recordswill not have their corresponding record numbers updated to reflect the new containernumber.Similarly, when you change the record’s container, this will not update the record’snumber either. In these circumstances, it is best to manually renumber the containedrecords.

Record titles using Client titling - changing a Location name will not change any recordscreated using the Location as the Client title. The change will, however, be reflected inthe 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 anyLocation 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 - when Copy Relationships isselected 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 IsTempCopyrelationship is copied.This is to avoid potential conflicting or incorrect relationships being created by the copyoperation.For example, if record A has a supersedes relationship with record B and a user thencopies record B to create record C, then does record A supersede record C?


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Copy record - Date Due for Destruction and Date Inactive are not copied from theoriginal record when a new part, new version or record copy are performed. For a newpart, HP TRIM does not copy Date Published, either.While the process of copying a record creates a blank Date Due for Destruction field, anypre-determined states will enter an appropriate date, for example, a Retention Scheduleattached to a record being copied, default Retention Schedule on a record, etc.

Notes field limitation – the Notes field is limited to 64 KB (65536 characters). If a userexceeds this limit, the message 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 atthis limit appears.

New Record forms

Scroll bars - when there are more fields on the form than can be shown in the standardsize New Record form dialog box, the New Record forms will have vertical and horizontalscrollbars 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 problemsdisplaying all the fields.

Mandatory container fields - when selecting Container Numbering for a Record Type, theRecord Type will automatically enter Container as a mandatory field for the new NewRecord form.However, if you change the numbering to a different type, then HP TRIM does notremove the Container field from the form automatically and therefore, you need toremove it manually.

Assignee Location on a New Record form filled in and then replaced - when there is anAssignee field on a form first and there is actually a Location there that was addedaccording to the system rules for enclosed - that is, that require the user to set anAssignee to keep a record from being enclosed automatically - then when a user types ina container for the record, it removes the allocated Assignee and replaces it with thecontainer number.To rectify this, you need re-assign the record.

Enclose option - when on a New Record form, the Enclosed option will override therecord’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 acontainer on the form, the option details will be overwritten. Therefore, even thoughthe Enclose option is not selected on the form because of the default, the record willstill revert to the container as the Assignee and Enclosed? will be Yes.

— the Enclosed? behavior is programmatically selected, i.e. not configurable usingSystem Options.For this behavior to occur, a record’s Assignee Location must be equal to the record’sHome Location. This can be achieved in a number of ways, for example, Record TypeDefault Location or Tools HP TRIM Administration System Options Locations tab.


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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? selection box is cleared with an informativemessage telling you this record is currently at Home in User1.If you choose a container, this will become its new Home Location and the record willbe enclosed automatically.

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 informativemessage telling you this record is currently at Home in ***.When you choose a container, this will become its new Home Location and therecord will be enclosed automatically.When you change the Home Location, then the Assignee will keep the defaultAssignee 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 followinghierarchy structure; Parent Organization - Child Organization - Position – Person.The default Organization for Person will always be Child Organization unless youmanually make Parent Organization the default.


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Searching

Classification Word searches - when you enter one word, it means find records whoseattached Classification contains the word

Note

Single word only works when you use the last word in the Classification level.For example, Accommodation - Domestic - General. Only using General willwork, as Accommodation - Domestic are part of the parent classification.

If you enter many words, it means find records where the attachedclassification contains all the words

If you type in a wildcard (*), it means find records where the attachedclassification contains a word matching the wildcard character

If you type in a wildcard character and one or more other words, it meansfind records where the attached classification contains a word matchingthe wildcard and contains all the other words as well

Record Number Range (Compressed) - search method expects the From/To field to havevalid numbers - if a user wishes to perform a range search of all records with recordnumbers between 100 and 1000 and there are no records with a record number of 100 or1000, 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.

Sorting container contents - sorting does not work for records within a container – knownbehavior in tree boxes - this includes both sorting in the Search dialog box or by thecolumn headers.For example, containers have a plus sign in front of them for you to click and see thecontained records. When you click any of the column headers, nothing changes in theorder of the contained items -only items at the top level of the hierarchy are sorted.Workaround: Right-click the container record and click Contained Records to see thecontainer content in a separate search window, where you can sort the records.

When Automatically count results on the Tools Options Search Result tab isselected, HP TRIM usually resolves the query twice – once for the query and once tocount. This can lead to a doubled response time and therefore, you should only select thisoption if it is essential to your day-to-day work and you are not using complex queriesthat take a long time to return.


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Report layouts

Large page footers overwrite the body of reports; so ensure that footers are no largerthan 50 units

The thickness of a line in a report layout can be controlled, but not the thickness of linesfor rectangular boxes

The Alternative Barcode option on report layouts works only for records and does notsupport Location barcodes.

To print more than one page of notes or Additional text Fields for a record, a reportrequires 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 antext Additional Field, the field text area in the report band may expand over other fieldsin the report, making them illegible. The issue does not occur for the last field in thereport band or when the number of characters and/or the font size are small enough to fitall text in the text field area.

Users in the same HP TRIM session cannot open the same report more than oncesimultaneously

Users in different HP TRIM sessions, for example on different computers, can open andmodify the same report. However, only the last modification saved is retained and theadministrator will receive a mail notification informing them that the document storecould be corrupted.


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Printing

When printing items whose file type is set to Bypass Viewer, HP TRIM does not displaya confirmation dialog.When bypassing the internal HP TRIM viewer, you are printing from the associatedapplication.For example, when Bypass Viewer is selected for Word documents, clicking File Printin HP TRIM prints the document. When Bypass Viewer is not selected, the viewerhandles printing and HP TRIM displays a confirmation message in case you have clickedPrint by accident.

Printing 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 paperjam, it is not possible to select a page or a range of pages to reprint. Instead, you need toprint the whole report again.

When you print a Word document or an Excel spreadsheet from Offline Records, HPTRIM opens Word or Excel to print. The same behavior occurs when you right-click toprint 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, orproduce corrupted print.For best printing results, use the original application for printing large and compleximage files where possible. The HP TRIM image viewing software is an industrystandard (OutsideIn ® Viewer Technology), designed for generic viewing and does notproduce the same viewing results as the authoring application.

Printing reports - when selecting a different printer to print a report, HP TRIM uses thesame settings as for the previous printer. Known Windows limitation.

Statistics reports

Actions deleted from HP TRIM that were attached to a record before remain in theKwikSelect Action name list

Record statistics reports cannot generate or export statistics if Microsoft Excel is notinstalled on the computer.Microsoft Excel components are used to export the statistics report details.


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Action tracking

If a step assigned to a Procedure has its completion time modified, the total proceduretime appears not to be recalculated until the dialog is reloaded.

Any computer with the ability to edit Actions and Procedures should have its systemclock set with either 24 hour time format or 12 hour time format with both AM and PMindicators. This ensures correct behavior when rescheduling is performed.

Assigning a Procedure with a Start Date may generate a Start date must not be beforemessage if the regional settings on the PC have the time set for 12 hour time but nodesignation for AM or PM.

Completed Actions - adding another Action or Procedure after a completed action orprocedure 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 the20th. 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 theprocedure’s Due Date.In the Browse Actions and Procedures properties, the Due date of the procedurereads 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 25December.This is because the start date is taken from the first Procedure’s Due date, not itsCompleted 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 withthe current date and time.If you then select Next to open the next window, a message will appear stating thatthe parameter is incorrect.This is caused by the fact that you have just created the Workflow, but because thereis no AM or PM set and the clock is not 24 hour, HP TRIM assumes it is 3:28 in themorning, before the Workflow or Template was created.The same message will appear if you have no time value at all on the Workflowbecause 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 tochange the record’s Assignee Location using a barcode scanner

Communications

When you use Send To to send a record to your own HP TRIM Location e-mail address,you 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 designedThesaurus will have an appropriate number of subordinate terms, typically to a maximum of10 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 adetrimental effect on HP TRIM’s performance.

Thesaurus prompt (free text component) is unavailable for the right-click Classify Thesaurus Term command

Thesaurus terms cannot contain hyphens (-)


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Space management

When users perform a space management refine search, they should select the optionContiguous space for moving records to to enable them to specify a space that hasroom for the indicated number of records. Before processing, HP TRIM will display amessage in case there is not enough room. Users have the option to press No to find amore suitable space. If users customize the columns for the Spaces dialog, they can adda column called Has Holding Bay. This should help determine the spaces that have aholding bay.

Currency and language

The default currency symbol set in the System Options Currency tab only allows onesystem-wide default to be set up

When you set HP TRIM to use a non-English language, Outlook has extra column fieldsavailable to display when customizing the view.This is due to the translation of Outlook user-defined field names. Outlook sees thesefields as a different set of user defined fields as they have different names for eachlanguage.

French Date Received Additional Field and checking in e-mail - when checking in an e-mail message, the Date Received Additional Field of type date or date/time will bepopulated under all available language variations.However, for the French version of Date Received (Date de Réception), the accent mustbe used in the label of the field for it to function.

Date Additional Field metavariable – setting the metavariable to, for example Today,holds its value when switching between languages; however, for metavariable settingsthat were set prior to HP TRIM 6.2, the administrator needs to show the properties ofthe Additional Field metavariable in the client language and then edit and save them.This ensures the database is updated and the metavariable is available across alllanguages.

Changing the caption of a field in HP TRIM changes it in all languages

Tagging and dragging

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

Dragging tagged lists of items is not supported in HP TRIM.Dragging only processes the currently selected item rather than the tagged items.When a mail message is added to a managed folder in Outlook, an event starts.There is a limitation on the number of items that can be dragged to a folder in Outlookand still start this event - they may not all be checked in to HP TRIM and error messagesmay not appear.The items will, however, be added to the selected folder.If this occurs, it is recommended you use the HP TRIM in Outlook HP TRIM menufunction Clear Backlogs to process the unprocessed items in the selected folder.


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Interface

User toolbars and menus and fast search commands limitation - placing any fast searchcommands from the Commands tab - for example Fast Search Criterion - on a usercreated toolbar will not operate as expected and options will be unavailable. Thecommands 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, amessage will appear to inform the user. This message will vary depending on theoperating system.This message will contain the Cancel, Try Again and Continue buttons.

Advanced Check In dialog - when there is a problem checking in multiple documents, thewarning message will contain the Cancel, Try Again and Continue buttons.

Toolbar positioning – when the HP TRIM window is maximized, toolbar positioning doesnot operate correctly.When the HP TRIM window is not maximized, toolbar positioning operates as expected.

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 appears 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 does not support the creation of user drawn toolbaricons. A wide selection of predefined icons is available.

Status bar - staff name display - in online mode, the staff name is obtained from theLocation’s display name. In offline mode, the staff name is obtained from a Location’snetwork login.


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Locations

It is recommended to limit the number of staff members allocated to work areas or unitsto 20 to 60 at each level which enables HP TRIM to sort, display and refresh the screenat an acceptable performance level

Special characters in Location names limitations:

— The percentage character (%) is supported, but may cause some inadvertent searchresults in Location searches

— The asterisk character (*) is supported but may cause confusion as it is used as awildcard search character

Location properties Associations tab - changing the order for Member Of, SupervisedBy and Delegate Of do not support reordering. The Move Up and Move Down options areonly available for the Has Members, Supervisor Of and Has Delegate items.

If the option System Options Locations tab Move last name prefix to the end of sortname is selected when a Location is created, that Location cannot be found.Locations created when the option is not selected cannot be found when searching whilethe option is selected again.

Default Location cannot be changed to regular – in the Location properties Associationstab, when an association type has only one Location, HP TRIM makes it the default. Tochange its status to regular, make another Location of the same association type thedefault first.

User cannot choose between multiple e-mail templates for the same mail event type – ifthere are multiple e-mail templates for the same mail event type, HP TRIM will use thefirst one according to its name to create an e-mail notification for the event. Users cannotchoose the 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 inauthoring application) are not supported. Password protection can cause problems withseveral facets of HP TRIM operations.

Note

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

General

HP TRIM installation and profiles – during HP TRIM installation, the Send To HPTRIM 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 checked in e-mailmessages, they can only be extracted as a Supercopy. The message It is not valid toextract documents of this type will appear. This is due to the nature of the e-mailformat when registered in HP TRIM.

Unlocked files - apparent check in discrepancy - certain applications do not lock fileswhen in use, for example, WinZip, which means in turn that HP TRIM cannot determinewhether the file is in use.In certain circumstances, for example, when a user modifies a *.zip file after it has beenchecked 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 disallowedin Offline Records.

For example:

1 Right-click and select Edit to edit a *.zip record, for example, Test.zip, which willcheck out the document for editing using HP TRIM Desktop.The document will be automatically checked back in when the document or authoringapplication is closed.

2 Before the document is modified or the application or document is closed, openOffline 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 contentsand a new draft document will have appeared in Offline Records containing themodified contents.This is the same behavior that would occur if the user were to delete a *.zip file fromWindows Explorer while editing the .zip file using WinZip.

Checking in multiple documents using right-click Send To from Windows Explorer mayresult 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 ofmore than 260 characters, then it cannot be extracted to a local file or mapped folderwithout modifying its file name. You can change the name of the file when you extract itto 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 processordoes not process items in sub-folders. Instead, you will need to create a separate queue toprocess this folder.

Offline Records and HP TRIM Desktop

The option Tools Options Search Result tab Automatically view electronicdocuments is not supported for HP TRIM Offline Records

Offline Records and My Documents folder UNC paths - UNC paths that are not on thelocal computer are not supported for Offline Records - if a user has configured theirOffline Records data path to be on a network drive using a UNC, the user is presentedwith 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 detailsare not handed to ODMA

Offline Records in offline mode and Container icons - when a user checks out a containerrecord to Offline Records, the record uses the icon of the Record Type at the time ofcheckout.If the icon changes in HP TRIM, it is not reflected in Offline Records until the record hasbeen checked back in and then back out to Offline Records.

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 isdetermined according to the application limit. The document name will be truncated atwhatever 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 fullOffline Records path, such as C:\Documents and Settings\user\My Documents\OfflineRecords (03)\folder name\document name.xls.

AutoCAD 2005 - when an AutoCAD 2005 file is saved to Offline Records by clicking MyOffline Records in the Save In box, double-clicking Offline Records does not open OfflineRecords.Workaround: Click the Save button to first open Offline Records and then the file can besaved to Offline Records.

Offline Records and My Documents folder set as a shared folder – if an organizationconfigures computers so that the My Documents folder is a shared network resource, thedefault location for Offline Records will not work as designed.To configure Offline Records to work when this configuration is used, HP TRIM providesan option to configure the location of the TRIMAppData and the Offline Records DataPathdirectory locations.This option is within the silent rollout functionality.See Batch Files/Scripting in TRIM7.0_Install.pdf for details about this function. UnderClient specific parameters, the property is called CTDDATAPATH.

Offline Records and HP TRIM References – Offline Records does not support checking infor HP TRIM reference files, i.e. shortcuts.Instead, HP TRIM checks in a copy of the record the shortcut is pointing to.


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Offline Records and HP TRIM In Outlook - database selection - it is possible to explicitlyconnect HP TRIM in Outlook to a different dataset than Offline Records or HP TRIM; forexample, when viewing a checked in e-mail in a different dataset to what the defaultOffline Records is set to. If this is the case, then opening HP TRIM Reference filesattached to e-mail messages will not work correctly.This only applies if you have the option Associate HP TRIM Reference Files with OfflineRecords selected.

Offline Records does not support files without extensions

Offline Records and viewer bypass - the ability to bypass file extensions is only availableto HP TRIM. Offline Records ignores these settings. If you use the View command fromOffline Records, HP TRIM will open the file in the default HP TRIM viewer.

Offline Records and viewer bypass in Windows XP environments - viewing a documentfrom Offline Records with a bypass set for the document type so that the document isviewed in its associated application results in the viewer opening the document in thebackground.If you are bypassing the internal HP TRIM viewer for a document, then the operatingsystem assumes all control of the viewing.

Offline Records and shared drive access - a user cannot browse My Network Places to ashared drive and use Offline Records. The shared network drive needs to be mapped to alocal drive before Offline Records will work.

Offline Records ODMA file name limit – the file name length for saving Offline Recordsdocuments is limited by the authoring application and/or the operating system. Theenvironmental allowed length differs for the various Windows environments. This limitis set by the allowed length of the file name and path as saved in the user’s temporaryfolder.

— The allowed file name length is determined by subtracting the length of the path andfile name from the allowed length in the environment minus four characters for thefile extension. The difference is the allowed file name length and the user namelength.For example, when saving a document using Offline Records ODMA, the maximumpath to the user’s Temp folder is determined and the number of characters for that iscompared with the total number of characters supported by Microsoft. The remainderis the maximum number of characters you may enter in the record name that willappear 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 Windowstemporary path restriction.

Offline Records and Microsoft Word file names - in MS Word, the file names include thepath as part of the file name and are limited to 256 characters. This is a MS Word fieldlength limitation.Therefore, when you attempt to save a file using Offline Records and you make the filename too long, Word truncates the name to fit the 256-character limit.

Offline Records and Word documents - when you have saved a document from OfflineRecords directly in HP TRIM, you cannot view it or search for it in HP TRIM until it isclosed in Offline Records

Offline Records and Microsoft Visio - Save Direct option – Microsoft Visio does notimplement ODMA correctly and is unavailable in HP TRIM.If it should still call HP TRIM, suppress the ODMA functionality for Visio file types inHP TRIM Enterprise Studio General File Types.You can then put Visio files into HP TRIM using dragging.


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Microsoft Excel will not allow a custom menu item like the HP TRIM Save, Save As andOpen commands be used if there is a change made in a cell and the user has notcommitted the change by moving out of the cell

Upgrading of an older version of the TRIMTD.mdb file is not supported under WindowsVista or Windows 7

HP TRIM Desktop and Getting Started task pane - when Microsoft Word or PowerPointare set to display the Getting Started task pane, HP TRIM documents appear with theirODMA name rather than their user-friendly HP TRIM name.Microsoft ODMA integration limitation.

Offline Records ODMA is not supported under 64-bit operating systems

HP TRIM viewer

The HP TRIM viewer does not view files larger than 25MB

The HP TRIM viewer does not view Corel WordPerfect Quattro Pro 9 workbooks

The HP TRIM viewer can display raw HTML; however, because of the nature of Webpages to contain hyperlinks to other pages and links to graphics, scripts, etc., it isadvisable to bypass the HTML file format in Tools Options Viewer or use InternetExplorer as a plug-in. Bypassing the HP TRIM viewer will start the default HTMLviewing application.

Hyperlinks to objects and embedded objects within and between documents are notactive in the HP TRIM viewer

Printing .pdf files - when viewing a .pdf file in the HP TRIM viewer, the Adobe viewerwill be viewing the source file and hold it exclusively.To print a document, the HP TRIM viewer usually makes a temporary copy. However, asthe 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, ratherthan the HP TRIM Print button.Alternatively, set a bypass on .pdf files so that they open directly in the Adobe viewerinstead of the HP TRIM viewer.

.pdf files using viewer with Use the Browser Plugin option - if the .pdf viewer settingsare set to use the browser plug-in when viewing a .pdf file, then when right-clicking andselecting Find to search for a word within the document, the viewer will disappear untilthe mouse is clicked.

Viewer searching unavailable for file types set to open with the browser plug-in – the HPTRIM viewer Search menu is unavailable when users specify the file type to open as abrowser plug-in (in Tools Options Viewer tab) and the file cannot open in thebrowser 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 HPTRIM and not the viewing window


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Bypass Viewer option and HP TRIM viewer focus - known behavior - closing anassociated application after launching from the HP TRIM viewer causes loss of focus ofthe file in HP TRIM viewer and is not recoverable.For example, if you set the file type .doc to Browser Plugin in Tools Options Viewer tab and then view a Word document in HP TRIM, it will display in the HP TRIMviewer using a Word plug-in for Internet Explorer.If you then click on any other running application, for example, Notepad and then exitthat application, the focus will return to HP TRIM Viewer, however you can no longeroperate the Word document with the keyboard alone and must click in the window withthe 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 tothe HP TRIM Viewer.

MDI format files – the HP TRIM integrated viewers do not support the Microsoft OfficeDocument Imaging format (.mdi) file type.By default, HP TRIM will launch the native application. These files can only be openedby Microsoft Office Document Imaging (Office XP) and Microsoft Office DocumentImaging (Office 2003). Users who would like to share these files should save them inTIFF format.

Viewer limitations for objects in Excel 2007 spreadsheets – objects and charts in Excel2007 spreadsheets are not displayed in the HP TRIM viewer. This is a known limitationof the third party viewer software.

Viewing Microsoft PowerPoint documents using Edit – HP TRIM will make a revision ofthe document if a user other than the author opens it in Edit mode and closes it withoutmaking any changes. This is due to the change of file size in bytes to the one alreadystored in HP TRIM.Use View if you do not intend to edit a PowerPoint document.

Checked in Lotus Notes e-mail that was originally sent from Outlook 2007 may lose someformatting when you view it in the HP TRIM viewer.Workaround: Follow the configuration instructions for the Lotus Notes client extensionin HP TRIM Help topic Lotus Notes client extension and in HP TRIM Tools HP TRIMAdministration System Options Record tab Capturing native mail renditions ispreferably set to Advanced (Long-Term) Format – not Do Not Capture Native MailFormats.

The HP TRIM viewer displays draft watermarks incorrectly for MS Word .doc and .docxdocuments. The HP TRIM viewer does not modify the file and it still appears and printscorrectly in MS Word. This is a known limitation of the Oracle viewer technology.See Oracle incident issues #43882 and #44679.


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HP TRIM viewer printing

HP TRIM prints only to any Microsoft Windows supported page printer

Large documents, particularly graphics or graphic intensive documents may take a longtime to print from the HP TRIM viewer. In such circumstances, it may be appropriate touse the authoring application for printing.

Printing documents that have Bypass Viewer for these File Types set will not display aconfirmation dialog box.If you are bypassing the internal HP TRIM viewer, then you will be printing from theassociated application.For example, if Bypass Viewer for these File Types is selected for Word documents, thenselecting File Print in HP TRIM will print the document. If Bypass Viewer for theseFile Types is not selected for Word documents, the viewer does the printing and aconfirmation message appears.

Prevent printing from the HP TRIM viewers - if the menu task Print Document isunavailable for a Record Type, then the print options in the HP TRIM viewer will also beunavailable for:

— documents

— images

— mail viewer

However, even though a record cannot be printed from HP TRIM or the HP TRIMviewers, users can still bypass this restriction using other applications:

— For file types viewed using an Internet Explorer plug-in, the print option will beunavailable on the main viewer menu, but the print command will still be availablefrom 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 printfunctionality of that application

— Users can bypass file type restrictions where the print function is adequatelyunavailable such as .tif by clicking File Launch or File Save As and then printusing the native application

— Copy the information to print to the clipboard and paste it into an application thatenables printing

DiffDoc and Microsoft PowerPoint - if you are using DiffDoc to view PowerPoint fileswithout HP TRIM and you close DiffDoc, it will close PowerPoint as well. This isindependent 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 werelast saved. HP TRIM does not save changes that were made after that time.


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MS Office

General

Compound documents

Compound documents and e-mail – HP TRIM does not detect compound documents whenchecking in from supported e-mail clients MS Outlook, GroupWise or Lotus Notes

Compound document renditions – the Renditions function does not recognize compounddocuments that are record renditions

Broken links when viewing – after check in, compound document link is broken whenviewing in Word or the browser plug-in - Windows limitation

When a user checks out a document to Offline Records and then edits the actualdocument, not the link, checks in the document using the Replace Current Revision orMake a New Revision commands and then right-clicks it and views the document usingthe associated application - Word - or the browser plug-in for the viewer, the link readsError! not a valid link.If the viewer is the HP TRIM viewer, the link works correctly, as HP TRIM does not altera document.In Microsoft Word (Edit Link), the link appears as incorrect because it is pointing tothe path to Offline Records, rather than to the folder where the document actually is.When you first check out the document and open it, the Edit Links function in Worddisplays the path to the folder where the container document is - the Offline Recordsfolder. When you edit or update the link, it displays the correct folder path.If, however, you make changes to the container document and do not edit the link, HPTRIM uses the local Offline Records path when you check the document back in, ratherthan the folder path.

Excel spreadsheets in Word documents – in Word, when trying to save the documentwhile the Excel spreadsheet is active, an error message may appear. This is due to theway Microsoft Excel add-ins operate. HP TRIM does not detect that Word is the parentapplication until the user deselects and then reselects the Excel object.

Cascading links in compound documents – HP TRIM does not detect cascading linkswithin the first document through Save with direct ODMA integration as linked filesmust be stored as records

Compound documents with broken links - if the path to a linked document does not existor is not resolvable, HP TRIM does not detect a link at all.If HP TRIM cannot read the linked document, the link defaults to External To HP TRIM.


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MS Excel

When Microsoft Excel is open with an HP TRIM add-in enabled, other applications willhave difficulty accessing Excel’s Save menu items.Workaround: Close Excel.

Excel including Excel 2007 and date formats - when opening and re-saving tab delimitedor comma delimited files into HP TRIM using HP TRIM integration, ensure that datefields are set to Text format to avoid Excel ignoring the date format of the operatingsystem and using US date format.You can find more information in the Microsoft Knowledge Base article explainingExcel’s handling of date formats: http://support.microsoft.com/kb/214233

Excel Share Workbook function – HP TRIM supports editing of a shared workbook onlywhen the workbook is checked out of HP TRIM to Offline Records or edited as supercopy.Using Edit in HP TRIM checks out the workbook temporarily, but automatically checks itback in when the user has updated or saved it.

Multiple installed Excel add-ins on one computer are not supported

MS Word

HP TRIM checks in unsaved *.dot files as *.doc files. To save it with a differentextension, save it locally first and then check that saved file in to HP TRIM. With Word2007, *.dotx files are saved in the *.docx format unless backward compatibility withWord 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 documentswill be displayed with their ODMA name rather than their user-friendly HP TRIM name.

Unable to edit Word document using Word 2007 – with ODMA integration selected,when selecting to edit an existing Word document in HP TRIM, under certaincircumstances, HP TRIM will display the message File conversion is a DOC however thecontents do not match that. File will be opened with viewer. and open the file in viewerinstead.Workaround: Check out the document, edit it and check it back in.Before creating new documents using Word 2007, set the Word default save format toWord 97-2003 *.doc format and re-start Word.

Unable to open or edit Word 2007 template (.dotx) in Word from HP TRIM – HP TRIMmay display the message The Office Open XML file 0073 <filename>.DOTX cannot beopened because there are problems with the contents. This is caused by an issue withthe MS Word 2007 ODMA implementation with Word 2007 templates that were saveddirectly to HP TRIM using ODMA integration functionality.Workarounds: When creating a new template in Word 2007 .dotx format, save it locallyfirst, then drag it to HP TRIM or save the template in Word 2003 template format locallyand then drag it to HP TRIM.


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MS other

Microsoft Binder - HP TRIM cannot document content index text within Microsoft Binderfiles.

Microsoft Visio - Microsoft Visio does not support clearing the Allow access to WindowsFile Open and Save dialogs option. If this option is not selected, then whenever a usercancels the process, the Local dialog will appear.

Non MS

Lotus Word Pro – HP TRIM cannot index the content of Lotus Word Pro documents

WinZip and multiple documents - editing of multiple .zip files with the WinZip optionReuse Zip selected results in incorrect check out behavior.When performing a second edit while a first edit process is running, it will replace thecontents of the first zip window. This means that the first edit is considered by HP TRIMto be complete, because the WinZip process that was started to do the edit is no longerrunning.

Document scanning and Kofax Capture - the HP TRIM release script needs to be the firstrelease script listed under the right-click Document Class Release Scripts dialogwhen there is more than one release script.

QAS – does not support Unicode characters


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Mail messaging and groupware systems

Temporary files – known behavior - when mail notifications are processed and Attach HPTRIM reference is selected, HP TRIM does not remove the temporary HP TRIMreference.

Embedded e-mail messages are treated as attachments in HP TRIM – HP TRIMconsiders 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, theHP TRIM options to check in attachments will be available.HP TRIM is unable to determine the attachment type for an e-mail message andconsequently, the commands Send Attachments to HP TRIM and Send Attachments toOffline Records will be available even when the attachments are embedded HTML.

Embedded attachments - HP TRIM does not support checking in embedded attachmentsdirectly from Outlook. Check in embedded attachments by saving them in OfflineRecords first.Under certain circumstances, for example when forwarding an e-mail message, Outlookmay change how it displays an embedded file in the message, and it seems to be anattachment, but is actually an embedded file.

Date sent details - date sent information is stored for Extended MAPI compliantapplications. 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 hasBCC recipients. In some cases, this can result in the e-mail not actually being deliveredbecause some SPAM filters will not permit e-mail in where the only recipients are BCCaddresses.

ODMA integration and the Save As option when an e-mail attachment is open - the SaveAs option from an open e-mail attachment does not propagate the Title field with the filename - for example, if you open an e-mail attachment with a file name of Project 99 andthen click Save As with ODMA integration selected, the Title field of the record will beblank.

Linked folder errors will occur in both Microsoft Outlook and Novell GroupWise, if a userlogs 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 theHKCU section of the registry for the logged in Windows user. When a user then attemptsto log into Outlook or GroupWise as another Outlook or GroupWise user, HP TRIM’sintegration reads the settings from the logged in Windows user’s HKCU registry. Ensurethat a single login name is used across Windows and the e-mail client.


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HP TRIM in Outlook

Meeting items – HP TRIM is designed to check in mail items, so meeting items can onlybe checked in when they are in the Mail window of Outlook, not when they are in theCalendar window of 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 isthe option Display this name for e-mail sent, however, this information does not appearto 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, soignores the From name, and just resolves it.

Microsoft Outlook - dragging multiple e-mail messages - when you drag multiplemessages to a linked folder in Outlook set to automatically check in and then delete thee-mail messages, HP TRIM does not check them in.The workaround is to manually select Catalog all linked folders so that they can bechecked in to HP TRIM and then removed from Outlook. This is one of the reasons theoption is provided.

Microsoft Outlook - deleting multiple e-mail messages - runtime errors - a runtime errormay be displayed when a large amount of e-mails (300+) are selected to be deleted. Afterthe runtime error, the HP TRIM In Outlook integration will not operate any more andyou need to restart Outlook.

Outlook linked folders – Sent Items folder - it is not possible to make a link to the SentItems folder to capture all outgoing messages.The Sent Items folder is linked as a managed folder internally by the HP TRIM Outlookintegration. It has unique functionality for items that are added to its collection. Theuser can selectively check in an item sent by them rather than all items sent from theiraccount. This will avoid noise e-mails from being checked into HP TRIM, giving users thecontrol to selectively add their mail to HP TRIM.If all items sent from an account are to be checked in, we suggest using an Inbox rulethat copies them from the Sent Items folder to another folder which can be linked to HPTRIM.

Outlook Manage dialog – opening and closing the Manage dialog when the Outboxappears removes the Sent date for a selected message.

Outlook - HP TRIM Send To and signature blocks - there are many instances where thesignature block is not included in an e-mail, for example, Explorer Send To MailRecipient or Word File Send To Mail Recipient.This is due to the function requesting a blank Outlook form. To resolve this, when theform appears, choose Insert Signature.

In Windows XP, the option opens the search dialog in incorrect window.Only occurs when your first action after opening Outlook is to create a new mailmessage.Click Attach HP 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 yourOutlook session as that is where it gets called from. Therefore, the Outlook window willbe in the background, not the new message. All other editors operate correctly.


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Plain Text - if you forward or reply to a message using Plain Text and use the optionAttach Record Details to Message Body (metadata), the format will be changed to RichText and the metadata, attachments and HP TRIM references will be placed at thebottom of the e-mail text body - see RTF in Outlook below.

— If you do not use Attach Record Details to Message Body (metadata), theattachments and HP TRIM References will be placed at the bottom of the e-mail in asplit window frame.

HTML - if you forward or reply to a message using HTML and use Attach Record Detailsto Message Body (metadata), the metadata will be placed at the cursor position withinthe text body and the attachments and HP TRIM References will be placed at the bottomof the e-mail in a split window frame.

RTF (Rich Text Format) – known behavior - if you forward or reply to a message usingRich Text, the option Attach Record Details to Message Body (metadata) will beunavailable and the attachments and HP TRIM References will be placed at the cursorposition within the text body.

Attach HP TRIM Record on Reply option - after selecting Reply or Reply to All for a mailmessage, then HP TRIM Attach Records from the toolbar and closing the messagewindow without sending it while saving or not saving your changes, Outlook marks themessage as having been replied to and saves a draft of the reply in the Drafts folder.

Date and time properties of the actual e-mail sent or received differ to those displayed inthe HP TRIM viewer. HP TRIM rounds down the time to the nearest minute, whileMicrosoft rounds up to the nearest minute. Therefore, the e-mail time details in HPTRIM will differ from the actual e-mail time by a minute.

Outlook e-mail messages and document content indexing - when an e-mail is checked in -for example, saved locally in message format or embedded e-mails sent to Offline Records- they are saved as .msg files in HP TRIM format.HP TRIM then indexes their document content if that functionality has been applied tothe Record Type.

If .msg files are checked in without their associated .mbx files, for example, by dragging.msg files directly to HP TRIM or Offline Records, the document content indexingfunction will not be able to extract the e-mail information about recipients, subject, body,attachment names etc. Therefore, document content searches using these fields will notretrieve the e-mails.

Note

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

Outlook - multiple HP TRIM e-mail attachments pasted into a new e-mail messagebecome multiple instances of the same attachment - under certain circumstances, wherea user copies e-mail attachments, then opens a new e-mail message and pastes the copiedattachments into the new e-mail message window, the attachments may be overwrittenwith the contents of one of the attachments.Workaround: Users should either use Forward on the original e-mail or use Copy on theattachments after having created the new e-mail.


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Outlook - user cannot paste multiple HP TRIM e-mail attachments into new e-mailmessage - in certain situations, where the user copies e-mail attachments before openinga new mail message, the clipboard will be deliberately cleared. This behavior is by designand due to limitations in saving and restoring the user’s data on the clipboard whilecreating 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 theattachments after having created the new e-mail.

Outlook - Mark as Read unpredictable behavior - when marking e-mail items as Readusing Outlooks right-click command and then immediately checking them in to HP TRIMwithout losing the focus, then unpredictable behavior may occur.The e-mail that has been checked in will not have its subject prefixed with TRIM: whichindicates that the e-mail has been checked in.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 Check in the e-mail(s).

Outlook Send To option - when HP TRIM in Outlook is enabled and a user selects SendTo from another application, the message will be in the Outlook Outbox until Outlook isopened 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 thesubject line appears in the Catalog on Send dialog box, i.e. click outside it afterclicking Catalog on Send.

— Catalog on Send is not supported when the Outlook option Save Sent Items is notselected.

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 tocontinue?Click OK and the file is attached correctly. This is an issue for Microsoft Outlookwhen 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 andfunctionality are not available.For example, when your mail format is set to Plain Text/Use Word to edit e-mailmessages and you open a Rich Text formatted message, the Catalog buttons are notappearing. For Rich Text/Use Word to edit e-mail messages, the buttons do notappear when you open plain text messages.


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Outlook toolbar - when the HP TRIM button in the Microsoft Outlook toolbar isminimized to show a More Buttons button (>>) and you click it, Outlook will no longeroperate. This is a known limitation with third party buttons in Microsoft Outlook.

Note

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

Outlook 2003 and option Tools Options Viewer tab When viewing mail messagesand a Native Mail Rendition exists, launch the Native Mail Application - when checkingin an e-mail message and viewing a document within a container, you cannot view theelectronic document when the option is selected.For example, when you are checking in an e-mail message and on the New Record form,there is a container selected to enclose the record and you use KwikSelect to search for acontainer, then, when you have found the container, you may also wish to view the otherdocuments that are contained in that container. When the option is selected, the messageA dialog box is open. Close it and try again may appear.

Outlook and Capturing native e-mail renditions selected - when When viewing mailmessages and a Native Mail Rendition exists, launch the Native Mail Application is alsoselected, the full set of HP TRIM In Outlook catalog buttons will still be available.If this is your only view of the e-mail message, then the option Catalog Message Only isirrelevant as the rendition will always show with any attachments.These options are in:

— View option - Tools Options E-mail tab

— Method of capturing e-mail data - Tools HP TRIM Administration SystemOptions Record tab When creating Records from an e-mail message, optionCapturing native e-mail renditions option

Registering unknown ODMA file types, for example, e-mail - HP TRIM Enterprise Studio General File Types.

Outlook - Workgroup Server reboot causes the creation of linked folder to generate anerror when choosing a container - that is, when you create a new linked folder and useKwikSelect to choose a container, an error appears: Interface not registered.Solution: Restart Outlook.

— Simple MAPI is not supported for the following for both Lotus Notes and Outlookwhen 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 InOutlook add-ins co-exist in Outlook; however there is no HP TRIM interface with UnifiedMessenger itself. That means, when using Unified Messenger, there is no HP TRIMfunctionality available.

Outlook - managing HP TRIM linked folders and public folders on the Exchange Server –when you have multiple users linked to the same public folder on the Exchange Serverand to the same HP TRIM database then when one person drags an e-mail to the linkedfolder, all the users that have that folder linked will see the same dialog boxes as theperson who is checking in the e-mail message.


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Outlook HP TRIM toolbar may not appear automatically when you select it during aninstallation 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 theuser logs out of Outlook, the toolbar appears the next time Outlook is started.

Known limitation – right-click the Outlook HP TRIM toolbar, click Customize and drag aHP TRIM button off the toolbar. Close and reopen Outlook - the HP TRIM button is backon the toolbar.

Outlook public folders known limitation - at times, an automation error may occur whenattempting to check in from a public folder Inbox. However, when you open the e-mailfirst, you can check it in without the error.

Outlook Private - e-mail has a sensitivity level of Private, HP TRIM: is not added tosubject line when the e-mail is checked in to HP TRIM.

Outlook unicode characters in e-mail subject - HP TRIM viewer does not support unicodecharacters in the subject line of checked in e-mails.After checking in, HP TRIM replaces unicode characters in the e-mail subject line withother characters or question marks (?).

Outlook – starting Outlook minimized – when running MS Outlook from a shortcutwhich has Run Minimized selected in its properties, HP TRIM add-in buttons ormenus may not appear and/or function correctly.This is due to Outlook configurations interrupting when running in the minimized state,a known limitation of Outlook documented on the Microsoft web sitehttp://support.microsoft.com/kb/251340/en-us

http://support.microsoft.com/kb/251340/en-us


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Novell GroupWise

Novell GroupWise and Mail To - the Mail To function for GroupWise does not open a newMail Message dialog box when GroupWise is not running.It is recommended you use the HP TRIM form for sending mail. Select Send Recordsusing the HP TRIM E-mail form option from Tools Options E-mail tab

Novell GroupWise – no button available in a saved but not sent e-mail - when a newmessage is saved and then reopened before sending it, the Attach HP TRIM Recordbutton is no longer available.This is because it is no longer flagged as a new message. The same circumstances applyto re-sending.

Novell GroupWise - mail integration options - in the Tools Options Viewer tab, theoption When viewing mail messages and a Native Mail Rendition exists, launch theNative Mail Application option is not supported for GroupWise

Novell GroupWise - menu options – Tools Desktop Add-Ins - when the Integrate HPTRIM with Novell GroupWise option is selected and the option Display advanced menusfrom within desktop applications is not selected, only the basic integration with HPTRIM menu commands on the File menu is available.When both options are selected, only the advanced integration with HP TRIM menu andHP TRIM buttons on the toolbar is available, not the basic integration.When the Integrate HP TRIM with Novell GroupWise option is not selected, there is noGroupWise integration.

Novell GroupWise - Cataloging Attachments – when a user checks in an attachmentfrom GroupWise, HP TRIM also checks in the MIME information. Therefore, both themail attachments and the MIME are attachments.This is a Novell GroupWise limitation. Novell publishes articles discussing these issues.

Novell GroupWise - checking in attachments with embedded images - when a user checksin an e-mail with embedded images, HP TRIM stores the images as attachments andthey can be viewed separately.When GroupWise has been set to use HTML views, HP TRIM checks in the e-mail withtwo attachments, the HTML version of the message and the actual attachment. The linkto the attachment in the HTML version of the saved message does not work.HP TRIM also displays a dialogue box with a message that the attachment appears to becorrupt.

Exporting / importing linked folders – HP TRIM supports importing and exporting linkedGroupWise root folders; however, you cannot export sub-folders.


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Lotus Notes

Lotus Notes client - when you have run Lotus Notes with your mailbox, then closed themailbox 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 toensure correct behavior.

Lotus Notes Send To function - when more than one File Send function is attemptedwithin a single HP TRIM session using Lotus Notes, then HP TRIM will stop responding.

Lotus Notes - mail groups - when a Lotus Notes mail extension is installed and theoption Send Records using the HP TRIM E-mail 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 Send Recordsusing the HP TRIM E-mail form for Lotus mail clients.

Lotus Notes document queues - support for non-mail documents – includes Attach theDocument and Title the Record, but does not include Cataloging a Contact, To Do Itemor Calendar Entry from within those respective areas.Contacts cannot be checked in from the Contact’s Address Book - HP TRIM menus areunavailable in this dialog.The objects inside your mail database are not Lotus Notes documents as such andtherefore are not supported. HP TRIM support for non-mail message documents extendsonly to the primary documents contained in non-mail databases.

Lotus Notes queue processing - creating a queue for the Sent Items folder is notsupported

Lotus Notes option Capturing native e-mail renditions option Advanced (Long Term)Format – opening an e-mail message from HP TRIM that has been checked in with thisoption will first display the Lotus Notes About Database document. Close it to view thee-mail message.

Lotus Notes mail databases - selecting a mail server displays mail databases that areinaccessible.Once you have successfully determined a Lotus Notes Server, a list of all the maildatabases appears. The databases in this list cannot be hidden.

Lotus Notes e-mail addresses and HP TRIM Locations Mail To - e-mail addresses arechecked in from Lotus Notes as Outlook X400 addresses.Lotus Notes provides an X400 address when an SMTP address is requested, causing theLocations 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 can enter the correctlyformatted 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 – when the Lotus Notes (R5 and 6) mail databaseoption FolderReferencesenabled is set to False, opening an NSF rendition in nativeviewer will open the message in the All Documents folder, not the place it was checkedin 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 folderfrom which they were saved.However, when the mail database from which the mail message is checked in to HPTRIM has its FolderReferencesEnabled property set to False, the mail message will notbe 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 maildatabase within the PostOpen event for the Notes Database. This event is found in theDesign category Other, and within the Database Script design element.For example:Sub Postopen(Source As Notesuidatabase)Source.Database.FolderReferencesenabled=TrueEnd 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 LotusNotes new message window.Use Simple MAPI to connect to your E-mail client rather than Extended MAPI,limitation of Notes MAPI.

Lotus Notes Send To option - for the Send To function to operate with Lotus Notes R7,you must have the Use Simple MAPI to connect to your E-mail client option selected andthe Send Records Using HP TRIM E-mail form option selected in Tools Options E-mail tab

Lotus Notes and embedded objects - cannot check in a message with an embeddedobject,e.g. an embedded image or file

HP TRIM Directory Synchronization

Active Directory timeout - Active Directory times out when a query takes too long toreturn all values, which results in an incomplete synchronization of the objects in ActiveDirectory with HP TRIM.This is a known limitation of Active Directory. Further detail:http://support.microsoft.com/kb/315071Workaround: 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

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


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HP TRIM WebDrawer

WebDrawer stand-alone and WebDrawer ISAPI cannot be run on the same server asthey share registry entries.

Web Accessibility (full keyboard use) for disabled users is not supported in TRIMWebDrawer.

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 genericicon rather than the specific one that indicates the type of file.

WebDrawer URL system option - when an organization does not have HP TRIM WebClient licensed, the option Tools HP TRIM Administration System Options WebServer tab When embedding URLs in reference files, format the URL to work with oneof the following web-based products box will be set by default and cannot be modified.The administrator can enter the URL, but will only have the option to use theWebDrawer format.

Server path and the When embedding URLs in reference files, format the URL to workwith one of the following web-based products option - when an HP TRIM Web Clientserver is specified and then the option is set to WebDrawer, HP TRIM will attempt to useboth and the resulting link will not work.

Authentication using Kerberos is not supported in WebDrawer

HP TRIM SharePoint Integration

When processing large numbers of items, SharePoint may report an unknown error.

Workaround: When processing items manually, try again to process the remaining items.If a Lifetime Management process encountered the error, it is recorded in the LifetimeManagement error list. Either restart the Workflow powering LMP or apply the processmanually.It is recommended you do not use LMPs on large sites that contain many thousands ofitems.

HP TRIM Web Client

When searching for records by using parentheses [( )] and / or colon (:), Web client doesnot display results.These characters are reserved characters that cannot be used for searches on their own.Workaround: To search for words containing these characters, use quotation marks (“)around them in your search, e.g. Report “(“2007”)”.


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HP TRIM Document Assembly

Microsoft Word may display an error when attempting to edit a Document Assemblydocument. To prevent this error, open Microsoft Word before attempting to open aDocument Assembly document.

Backspace key in Microsoft Word - the behavior of the backspace key in Microsoft Wordcan be affected by the Tools Options Edit tab Use smart paragraph selectionoption.If selected, the backspace key may select more than one field at a time; if unselected, itwill select one field at a time.

Copy Record behavior - Copy Record can apply to Blueprints, but not to DocumentAssembly documents.

Delta View and HP TRIM Document Assembly - certain configuration combinationsbetween DeltaView and HP TRIM Document Assembly can cause undesirable sideeffects, 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 readthe captions.This only occurs when the window is first expanded. When another area is selected, thecaptions appear normally and when the first window is then selected, the captions willalso appear normally.

Database ID - if a database is removed and a new one is then set up with the samedatabase ID, you need to restart the Workgroup Server for the correct database to appear

Offline Records - changing to a local Workgroup Server - locally available datasets willnot be listed before restarting Offline Records

Time coordination - the Workgroup Server coordinates date and time details between theclient computers and the HP TRIM Servers.It also prevents HP TRIM updates when the clock is more than 10 seconds different. Thiswould indicate that someone has manually changed the clock on their local computerwhile logged into HP TRIM. If this is the case, they will need to log out and then log backin again to re-synchronize with the network clock.If your system clock date does not match the server date, your Workgroup Server accesswill be denied.

Indexing of embedded objects – embedded objects, e.g. within a Word document, are notdocument content indexed


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TRIMPort

TRIMPort is a utility for small to medium volume level data import and export.For high volume data import / export, it is strongly recommended to develop purposebuilt conversion utilities.

E-mail messages - when importing e-mail messages with attachments, the attachmentsare deleted from the import directory.It is therefore important that you take a backup of the import directory before importingthe records.

Electronic Location metadata – TRIMPort imports and exports only the default e-mailaddress.Other e-mail, image and Web page addresses 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. Thisfunction cannot be used to generate numbers automatically.

Numbering from container - the container must exist in the database before importingthe record that gets its number from the container. If you have an import file thatcontains both the container and the record and the record is before the container in theimport file, the record will not be imported. You have to run the import file twice, as thecontainer will exist on the second run.Note this is only required for records numbered Based on Container Record.

There cannot be hyphens (-) in Thesaurus terms. If you have a Thesaurus that containsterms with hyphens in them, modify the import file and replace the hyphens withanother character before importing, for example, underscore (_).

Actions and Workflow - exporting or importing of action tracking or Workflow fields isnot supported.

Space Management - importing records using space management as Locations is notsupported.See TRIMPort Help Import/Export fields Records Record fields for furtherdetails.

Fields marked with asterisks - when you export data from a HP TRIM dataset, asterisksappear before and after some field headers, for example, *Is Electronic*.These fields are usually attributes rather than metadata fields. Fields with asterisksbefore and after them do not appear in the Import Field-to-Field Mapping dialog box, asthere are no fields to import them to.You can import them into Additional Fields if you create them before running the importprocess. You need to change the field name to remove the asterisks to make the fieldappear in the field-to-field map.

Title field length - if the data in a record Title field is too long, TRIMPort truncates it andsaves the entire free text section in the record’s Notes field.

Notes field limitation - if the text in the Notes field exceeds 65536 bytes (64 KB), thefollowing message appears on screen and also in the import log file: The Notes field hasbeen truncated as it exceeded the 65536 character limit.


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Location associations – TRIMPort exports and imports associations in a one-wayrelationship only.You can associate a Location with many Organization Locations, which TRIMPortexports using the Member Of field.For an Organization, however, TRIMPort does not export its associated members becausean Organization may have many thousands of members.

Customized menus – when updating an existing HP TRIM installation to includeTRIMPort, users of customized menus need to reset their toolbars to see the new menucommands.

Workflow module

A sub-process must have at least two sub-Activities. When there is just one Activity, HPTRIM deletes the Activity and the sub-process.


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Key data storage limits

Note

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

Entity Limit

Records 1,000,000,000

Record Types 1024 *

Record parts 99 *

Records in container 300 *

Security levels 99

Caveats 45

Advanced search lines 20 *

Offline Records documents 500 * per user per dataset

Offline Records folders 60 *

Versions 99 *

Decimals and currency A maximum of 15 digits before the decimalplace, up to 8 decimal places

Edit box drop-down history 25

Recent Containers and RecentDocuments

25

Document content index database 380GB or 64 million documents


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Key field length limits

Entity Character limit

Record Number 50

Record Type Name 50

Part Numbers 2

Foreign Barcode 30

Record Title (structured text) 512

Record Title (free text) 254

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

Group Name 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

Retention Schedule number 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 toperformance degradation.