TRIM Cheat Sheet 53: inMailX
DOC/14/5753
TRIM Cheat Sheet 53
Subject
inMailX
TRIM Reference
DOC/14/5753
Commencement Date
20 March 2014
Last Modified
22 May 2014
Review Date
20 May 2015
inMailX provides added functionality in Outlook for capturing and managing information in TRIM.
Once installed, you will notice some changes to Outlook.
New Menu items in the Home
Ribbon Tab
New inMailX
Tab
Additional
fields
including
document
id and Filed
to.
New
TRIM
Folder
structures
www.utas.edu.au/it/records
Additional
information
included in
header
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Home Tab inMailX Menu items
The inMailX icons have been added into your Ribbon for ease of access.
Icon
Description
File - When selected this brings up the inMailX Filing Window to
select from TRIM and Outlook folders previously identified as
Favourite and Recent Folders.
File & Print - When selected this brings up the inMailX Filing Window
to select the appropriate TRIM/Outlook folders and print the email at
the same time.
Quick File – When selected it will give you the option to expand your
Favourites, Recents or Other Folders for you to select the appropriate
folder from.
Note: Favourites and Recents are not your TRIM Favourites or
Recent Documents. These are located under Other Folders TRIMX
drop down list..
Auto File – Opens the inMailX manual Auto-File window to select
emails that have a URI linking it to associated emails captured in
TRIM.
Purge Filed – Allows you to purge emails from your in box or sent box
that have been catalogued into TRIM.
Where Filed – This option will be available if you have highlighted an
email that has been catalogued in TRIM. It allows you to navigate to
the record directly in TRIM.
Save Attachments – This option is available when you have
highlighted an email that has an attachment. It allows you to
catalogue the attachment/s only.
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Icon
Description
Search – Allows you to search for folders in TRIM and Outlook.
Favourites – Allows you to search for your Favourite folders.
(Note these are not associated to TRIM Favourite records)
Recents – Allows you to search for your Recent folders you have
used.
(Note these are not associated to TRIM Recent Containers)
Task – Allows you to add a task item to a Folder in TRIM or attach a
TRIM Record.
Appointments – Allows you to attach records from TRIM to
appointments.
Meeting – Allows you to attach records from TRIM to Meetings.
New Email inMailX Menu items
The inMailX icons have been added into your Ribbon for ease of access.
Send File – Allows you to select the following options.
•
Send & Quick File
•
Send & File
•
Send & Print
•
Send & Delete
•
Send as Private
*Clean – This option is available when attachments are included in
your email. If selected this will remove any metadata associated to the
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document, such as date of creation and date last accessed, hidden
text and details of the user who created or accessed a file. The
inMailX’s MetaCleaner allows you to remove this information from
your attachments without affecting the original docucument.
*PDF – You may convert your email attachment/s to pdf format. There
are various options in how to do this including combining multiple
attachments into one pdf document.
*ZIP – Allows you to compress your email attachment/s while
composing your email.
*Rename – Allows you to rename any attachments without affecting
the original document
*Reorder – Allows you to place attachments in a specific order.
*Undo and Redo Buttons – These options will be available to allow
you to easily undo or redo clean, convert, compress, rename and
reorder functions.
TRIM Records (Attach) – Allows you to attach records direct from
TRIM.
*Refer to the inMailX professional user guide for further clarification on how to use.
Capturing Emails into TRIM
There are a number of ways to capture emails into TRIM.
Quick File
You may move emails into your favourite or most recently used TRIM containers:
1. Highlight the email(s) you wish to move.
2. Right Click or from Ribbon select from Favourites or Recents.
3. Select the appropriate container from the listings provided.
Note: You may select Other Folders if your preferred folder is not available in Recents or
Favourites.
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Browse
You may browse to TRIM for a folder to place your email.
1. Highlight the email(s)
2. Right Click or from the Ribbon select Other Folder
3. Press the TRIM Connector button on the inMailX Filing Window
Note that if more than one email is selected the description field will not be shown.
4. The TRIM Select from Records will open. You can either select from your Recent Containers/My
Containers or Search for the folder through Find Records. Once you have identified the
container, highlight and click to select.
Search
You may search TRIM for an appropriate folder.
1. Place your cursor in the Search field or press Alt+S in the inMailX Filing Window.
2. Enter the text which you wish to search.
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TRIM Cheat Sheet 53: inMailX
3. Press Enter or Click the Search button
DOC/14/5753
. Click on the folder to select.
Search Scope
Define a search scope for targeted results:
1. Press the Search Scope button
2. To search only within TRIM, untick all options
under Outlook, and tick to search TRIM. You
can opt to search by Record Number,
Record Title or both.
3. Selecting Remember Settings will cause
inMailX to remember your search scope
settings.
Select Record Type
The default setting Record Type is Document. If you need to change this to select an alternative
Records Type, such as contract you can elect to do this by selecting the following under the Data
Entry field via the inMailX Filing Window.
1. Tick Select Record Type in the inMailX Filing window and click OK.
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2. A Select from Record Types window will open, allowing you to select the record type for your
email.
3. Select the Contract Record Type and process into TRIM.
www.utas.edu.au/it/records
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Drag and Drop
You may drag emails into the appropriate folder found under TRIMX. These will include your
shortcuts from TRIM as well as Favourites and Recent folders you have used in inMailX. Simply
select the required folder and drag the email into it.
These shortcuts are the same as in
TRIM.
Lists Folders you have added to your
favorites in inMailX / folders under
Recents will be those that you have
recently captured emails into.
www.utas.edu.au/it/records
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Further information
For more information, please visit our website at www.utas.edu.au/it/records. If you need help,
please contact the Records Management Unit at [email protected].
Related documents
• Records Management Guidelines
• TRIM Security Guidelines
• TRIM Data Entry Standards
• Managing email as Records brochure
www.utas.edu.au/it/records
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