HP Records Manager. Release Notes. Software Version: 8.0. Document Release Date: September 2013

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1 HP Records Manager Software Version: 8.0 Release Notes Document Release Date: September 2013 Software Release Date: September 2013

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5 Table of Contents 1 HP Records Manager Release Notes... 1 Introduction to HP Records Manager Overview of HP Records Manager New Features in this Release... 2 Features Options... 2 Dropzone... 3 Document Stores... 4 Tiered Storage Management... 4 External Document Store... 6 In-place Management... 6 Advanced Request and Warehouse Integration... 7 Request Types... 7 Records Management Terminology Duplication checking and conversation tracking for Outlook s Thin Lotus Notes Integration DataPort New API Technology Service API WebDrawer NET API Enhanced Features in this Release HP Records Manager for SharePoint integration HP Records Manager Web Client Web Client Functionality Auditing Improvements Active Audit Events on HP Records Manager Objects Summary Snapshots Annotating Amendments for Auditing Purposes Improving Management of Offline Audit Logs Other Changes to Auditing New Record Auditing Configuration Options Searching Enhancements to the Search dialog i

6 Parameterize Saved Searches Saved Searches Created in HP TRIM Enhanced Search Integration with IDOL Enhanced Deployment and Configuration Installation Settings XML File Enhanced IDOL Configuration Options Enhancements to Security Features Increased Number of Caveats Additional Fields Access Controls Enhancement Requests Included in this Release ii

7 1 HP Records Manager Release Notes Introduction to HP Records Manager 8.0 HP Records Manager 8.0 is a next generation enterprise scalable electronic document and records management system, designed to be a key component of HP Autonomy s Information Governance framework delivering policy-based, secure, accountable and compliant management of all business documents and records held by the contemporary enterprise. Records Manager 8.0 is the inception of HP Autonomy s unified records management strategy, merging three proven and successful records management products into a single best of breed solution. The convergence of the HP TRIM, Autonomy Records Manager and Meridio products is branded under the HP Records Manager product name. The major themes of Records Manager 8.0 include: Enhanced Usability Re-branded, contemporary user interface Device independent web client Superior Performance Enterprise scalability & big data Manage-in place framework for electronic documents Enterprise Integrity Enhanced security and accountability HP Records Manager 8.0 is designed to the International Standard of Records Management (ISO 15489:2001), and elements of ISO16175: Principles and Functional Requirements for Records in Electronic Office Environments. Overview of HP Records Manager 8.0 This major release includes all fixes and enhancements that were shipped in the previous release of HP TRIM. For details of the previous release, please refer to the relevant release notes. For details on fixes to HP Records Manager 8.0, please refer to the RM8.0_FixesOrig.html file. For technical details, including the support matrix, refer to RM8.0_Spec.pdf and RM8.0_Install.pdf Page 1 of 46

8 2 New Features in this Release Features Options A new feature added to HP Records Manager 8.0 is the ability for a HP Records Manager Administrator to activate or deactivate an HP Records Manager product feature for an HP Records Manager database. If a feature is deactivated all menus and options that relate to that product feature will be removed for all users. This new feature works in conjunction with the HP Records Manager license, the features an organization is licensed for will be enabled and then can be deactivated by the Administrator on the System Options Features tab if required. Figure 1 - HP Records Manager System Options - Features tab Page 2 of 46

9 Dropzone A new feature in the HP Records Manager 8.0 release is a user option, Dropzone. This option Minimize HP Records Manager to Dropzone View minimizes HP Records Manager to a transparent dropzone that users can drag and drop files or s from Explorer windows into their My Containers, My Documents, Favorite Classifications or all Classifications they have access to. Figure 2 - HP Records Manager Options - Minimize to Dropzone The Dropzone window can be configured to display either as a List or an Icon view. The transparency of the Dropzone window can be adjusted using the slider to suit the user s requirements; the window can also be moved around the desktop so it can be placed in a more suitable spot if needed. Page 3 of 46

10 Figure 3 - HP Records Manager - Dropzone List View Figure 4 - HP Records Manager - Dropzone Icon View Document Stores Tiered Storage Management In HP Records Manager 8.0 new Document Store functionality has been added. Tiered storage can be used to move electronic documents that are no longer accessed frequently to cheaper storage media. The tiered storage function allows HP Records Manager Administrators to create document storages that are have a tier type of Tier 1, Tier 2 or Tier 3. As Tier 1 is typically the fastest access and most expensive storage type, existing Document Stores and any new Document Stores will default to Tier 1; if you re creating a Document Store to hold less frequently accessed documents you can manually select one of the other available Tier types from the Tiered Storage tab on the New Document Store dialog (see Figure 5 - HP Records Manager Document Store - Tiered Storage Tab on page 5). Page 4 of 46

11 Figure 5 - HP Records Manager Document Store - Tiered Storage Tab To assist an HP Records Manager Administrator to identify records that can be moved to a different storage tier, new Document Store options have been added to the Tiered Storage tab and a new search method has also been exposed. Administrators can select the option Track date last accessed for documents in the store to register a date when an item is accessed. This date is updated each time the item is accessed. An HP Records Manager Administrator can also opt to Set the last accessed date when first adding a document, so when a document is added to a Document Store this field is set to the date the document was added. As records that have been added to the document store before this option was added will have no Last Accessed Date, if an existing Document Store is updated to capture this metadata, the HP Records Manager Administrator will need to identify a default last accessed date that will be applied to existing and newly added documents. To retrieve records based on the last accessed date, HP Records Manager users can search using the Last Accessed Date (AccessedOn) search method to identify records that can be moved to another store. Figure 6 - Document Last Accessed Date Page 5 of 46

12 Figure 7 - Searching for Documents - Document Last Accessed Date External Document Store An External Document Store can be created in HP Records Manager which can be used to integrate to a repository system for which there is not an existing integration for. Using this option HP Records Manager can integrate with a compliant external repository and it can be used like any other Document Store in HP Records Manager. In-place Management Another new Document Store option in HP Records Manager 8.0 is the CFS Store. The CFS store supports the in-place management with ControlPoint. ControlPoint identifies records based on categorizations in external data sources, creates a metadata only record in HP Records Manager. The electronic document in the source repository has a hold applied and ControlPoint passes the IDOL identifier to HP Records Manager. When the retention process identifies the record is due for destruction a call is made via the CFS connector to the source repository and the record is deleted. Viewing and retrieving documents from a CFS store is transparent to the user, the behavior is like any other HP Records Manager Document Store. The CFS Store is a read only store, original electronic documents cannot be added to the store, but copies, redactions, revisions of the documents will be stored in a native HP Records Manager Document Store. Page 6 of 46

13 Advanced Request and Warehouse Integration The new Advanced Request feature in HP Records Manager 8.0 is designed with physical records management, either on site or at an external storage vendor, in mind. This first release of the feature integrates with the Iron Mountain IMLink interface. To enable the new Advanced Request feature, from the System Options Features tab select Advanced Request Processing as well as ensuring the Records Request feature is also selected. The advanced Requests menu options will be displayed rather than those available for the basic Requests feature. See Figure 8 and Figure 9 for details. Figure 8 - Record Request Menu options Figure 9 - Advanced Request Processing Menu options Figure 9 - Advanced Request Processing Menu options Request Types The available request types allow for a bi-directional feed as a user can request a pickup of record(s) from them or a retrieval of record(s) from the storage provider. There are five request types in the Advanced Request feature. These are: Retrieve Temporary: a user can request a record from a Storage Provider for a temporary period Retrieve Recurring: a user can request a record from a Storage Provide for a temporary period and the temporary request reoccurs at a defined frequency Retrieve Permanent: a user can request a record be permanently be removed from a Storage Provider Pickup New Record: a user can request a Storage Provider picks up a new record that has not been in their location before Pickup Return: a user can request a record be returned to a Storage Provider To assist the processing of Requests, HP Records Manager users that have access to the user permission Manage Requests will have the Requests menu option available to them in the Tools menu. This allows users with this permission to quickly and easily access the requests that have been submitted for the next 7 days (by default). Page 7 of 46

14 Figure 10 - Requested Records A new Location type of Storage Provider has been added to HP Records Manager 8.0. This new Location type allows a HP Records Manager Administrator to identify specific parameters associated to the Storage Provider location. These parameters include Service Level Agreement response times; request approval requirements; delivery requirements, as well as how to capture the generated activity log files. Each Storage Provider Location type must have an Administrator assigned to it. This is Position or Person Locations that are responsible for all interactions with the particular storage vendor. Page 8 of 46

15 Figure 11 - Storage Provider Location - Storage Provider details The Warehouse Integration package is an additionally licensed module. The Warehouse Integration for this first release integrates with the Iron Mountain IM Link. It is implemented for the Advanced Requests: Temporary Retrieval Permanent Retrieval New Record Pickup Returning Record Pickup Using scheduled tasks, the Warehouse Integration module automatically processes requests from HP Records Manager to Iron Mountain IM Link and automatically updates HP Records Manager with feedback from Iron Mountain IM Link. Page 9 of 46

16 Figure 12 - The HP Records Manager Warehouse Integration Administration Web Page Note For additional information about the HP Records Manager Warehouse Integration module, please see RM8.0_WarehouseIntegration.pdf Records Management Terminology HP Records Manager now includes a System Option on the Compliance tab that allows the Administrator to choose default Records Management terminology that is displayed in HP Records Manager. The Administrator can select from: TRIM Classic US Common This option can be set by default when creating a new HP Records Manager database using the HP Records Enterprise Studio, if the default language is set to English (US) then this option will default to the value of US Common, otherwise it will be TRIM Classic. TRIM Classic Term US Common Term Description Additional Fields Custom Properties Fields in HP Records Manager that users created in addition to the HP Records Manager standard fields to meet their specific needs. Archive Authority Authority An office or authority prescribing disposal treatment for records. Archived (Local) Archived Onsite the record is in the organization, but in a local archive area rather than the active storage area Archived (Interim) Archived Offsite the record has been moved from the organization to a storage provider who is holding them pending further disposal action Archived (Permanent) Permanent The record should be kept forever and has been passed into the custody of a storage provider. This may be a public or private sector archive. Caveat Supplemental Marking A privacy control. A user must have the same caveat the record has to be able to view the record. Page 10 of 46

17 TRIM Classic Term US Common Term Description Classification Category A node of a classification scheme (or file plan), specifically all except the lowest level nodes, which are known as folders, files or containers. Date Registered Date Filed Date the record was entered into the system Finalize Declare as Record Once set as final no revisions can be made to the record, this includes not being able to check out a document for modification. Part Postal Code Volume Zip Code Security Level Security Classification In HP Records Manager, security levels distinguish records by higher to lower levels. For example, all records that have security level of TOP SECRET are higher in restriction compared to those with a level of UNCLASSIFIED. Duplication checking and conversation tracking for Outlook E- mails In HP Records Manager 8.0 the Microsoft Outlook integration has been enhanced to included duplication checking and conversation tracking for . New System Options have been added to HP Records Manager to the System Options E- mail tab that allows the Administrator to enable HP Records Manager to check for duplicate messages and action them depending on the selected options. Duplicate s can be prevented from being cataloged into HP Records Manager and if they are, they can be alternatively contained into another record. By default these options are disabled. Figure 13 - HP Records Manager System Options - Duplicate Detection When an Outlook is cataloged into HP Records Manager the Message ID is captured as metadata. It is this ID that is used to check for duplicate s in HP Records Manager when an is cataloged into HP Records Manager. Page 11 of 46

18 Figure 14 - Duplicate Checking Microsoft Outlook s are also assigned an conversation ID that links all s in an conversation. When using Outlook 2010 and later, the conversation thread of s catalogued into TRIM is preserved in the electronic document metadata. These s can be searched for within TRIM, using the ID of the conversation thread which they belong to. Figure 15 - Navigation option - Records in Conversation Thin Lotus Notes Integration In HP Records Manger 8.0 an additional Lotus Notes integration has been added, the Thin Lotus Notes Integration Domino Service. This new integration requires no client-side installation; it is a server side component. The purpose of the Thin Lotus Notes integration service is to automate the check-in of from users Lotus Notes account databases to the HP Records Manager Workgroup Server without requiring any client-side installation. The service executes two different tasks as a batch process periodically according to its schedule, which is stored in the Windows registry. The two tasks are: Synchronizing drop folders Checking in messages The Thin Lotus Notes integration service creates two top-level folders in users Lotus Notes accounts; these are called Records and HP Records Manager. Within the HP Records Manager folder the service creates drop folders to represent all Classifications that the user has permission to create records with, as well as each of the user s favorite Containers. Each time the service executes this task it updates the drop folders in the user s Lotus Notes account according to changes to the available Classifications, favorite containers, and if required it will create, update or remove the drop folders from Lotus Notes. Users must restart Lotus Notes to see the changes. Users can check in messages to HP Records Manager by dragging them to a drop folder. Each time the service carries out the check-in task, it checks in the messages and their metadata in a batch process. When the messages have been successfully checked into HP Records Manager, the service moves the from the drop folder to the Records\Successfully filed folder. If an fails to be checked in, it is moved to the Records\Failed folder, where the user can Page 12 of 46

19 Figure 16 - Thin Lotus Notes Integration - Example folder structure Note DataPort For further information about installing and configuring the HP Records Manager Thin Lotus Notes Integration Service, please see RM8.0_LotusNotesIntegration.pdf HP Records Manager DataPort is the Import and Export tool in HP Records Manager 8.0. It has been developed using modern languages and supports both 32 and 64-bit environments. HP Records Manager DataPort uses both the HP Records Bulk Loader tool as well as the SDK to extract and import objects into HP Records Manager. When exporting objects from HP Records Manager, DataPort uses the SDK. For importing objects, DataPort uses the Bulk Loader tool as much as possible. The Bulk Loader tool differs from the SDK as rather than completing an action for an object then moving onto the next object and then saving on completion, the Bulk Loader tool creates a lot of metadata in memory that are written to a number of batch files. These batch files are used by SQL bulk Page 13 of 46

20 inserts to import multiple records in one hit into the database rather than object by object. While Bulk Loader is used for the majority of import properties there are some that can only be imported using the SDK so a second pass is run on the import file using the SDK to update those metadata properties. As the Bulk Loader uses batch files for importing, it s essential that the WorkPath for Bulk Loading is configured on the Database Properties using HP Records Manager Enterprise Studio (see Figure 16 below) Figure 17 - HP Records Manager Database Property for DataPort and Bulk Loader There are three main components of DataPort: The DataPort Project (DataPort.exe) the user interface that allows a DataPort user to create and edit DataPort projects, as well as execute a project using the DataPort engine (see Figure 17 - HP Records Manager DataPort Project dialog on page 15) The DataPort Engine (DataPortEngine.exe) the DataPort engine processes project files passed to it as a command line parameter and displays the progress on a dialog if required (see Figure 18 - HP Records Manager DataPort Engine dialog on page 16) The DataPort System tray/notification icon this is displayed in the System Tray when the DataPort Engine is minimized Page 14 of 46

21 Figure 18 - HP Records Manager DataPort Project dialog Page 15 of 46

22 Figure 19 - HP Records Manager DataPort Engine dialog New API Technology Service API The ServiceAPI is the next generation HP Records Manager Web Service its primary focus being to enable the development of custom Web and Mobile applications. As the foundation for both the HP Records Manager Web Client and WebDrawer, the ServiceAPI has already demonstrated its suitability for developing sophisticated web applications. For those with only a few days (or hours) time the suite of sample Web pages included in the ServiceAPI demonstrate many simple custom applications, from a bespoke Record list, to a custom Record creation or request form, or even a simple Todo Item manager. While the existing SOAP web service is still supported and available in HP Records Manager 8.0, we will only add new functionality in future releases only to the Service API. Page 16 of 46

23 Figure 20 - HP Records Manager Service API Home Page WebDrawer HP Records Manager WebDrawer has been rewritten using the ServiceAPI and as a result any customized templates have organizations have developed will no longer work. For further information on WebDrawer and customizing WebDrawer templates, see the ServiceAPI Help Index > Customising WebDrawer page and the RM8.0_WebDrawer.pdf for further information..net API The HP Records Manager.Net SDK has been significantly upgraded to provide a better experience to customers using the SDK in their own projects. New features include better and easier management of memory and resources for HP Records Manager objects, more informative error messages during initialization and a more flexible deployment system. It has compatibility with all.net versions from 2.0 onwards. As well, new features of HP Records Manager have been made available through the SDK. Page 17 of 46

24 3 Enhanced Features in this Release HP Records Manager for SharePoint integration This version of the HP Records Manager for SharePoint integration includes support for Microsoft SharePoint HP Records Manager Web Client The HP Records Manager Web Client user experience has been enhanced in this release. The look and feel of the Web Client has been refreshed to give it a more modern feel. The Web Client gives Organization a new web experience for browsers and non-native tablets and phones. The experience has been designed to be device independent, regardless of what device they use; the experience will be the same. Web Client Functionality In the new Web Client, users can use a number of supported devices to: Create Records Search for Records View Records Modify metadata Request Records Create Reports Add to favorites If users require further functionality, they can access the Classic mode to: Create records and documents Create revisions Workflow Requests Access all trays Page 18 of 46

25 Figure 21 - HP Records Manager Web Client Figure 22 - HP Records Manager Web Client on ipad (Portrait) Page 19 of 46

26 Figure 23 - HP Records Manager Web Client iphone (Portrait) Auditing Improvements The Auditing features of HP Records Manager have been significantly enhanced; a driver for these enhancements was the introduction of the ISO Principles and Functional Requirements for Records in Electronic Office Environments standard and its detailed auditing requirements. The key areas of enhancements are: Providing an active audit capability for Locations, Classifications, Schedules and other HP Records Manager objects Providing an accurate snapshot of the changes that are made to HP Records Manager objects, in particular, Records and Locations Providing the capability for users to annotate amendments for Auditing purposes Improve the accuracy of the Offline Audit Log Improve the management and usability of the Offline Audit Log Active Audit Events on HP Records Manager Objects In HP Records Manager, a number of HP Records Manager objects can now be configured in such a way that the key activities (add, modify, delete) can be recorded in the HP Records Manager database and retrieved by searching the Active Audit Events list. A new HP Records Manager administration interface function Audit Options has been provided to configure this and other Audit features. Page 20 of 46

27 Note The configuration of Active Audit Events for Records is done using the Audit tab on the Record Type properties dialog. Figure 24 - HP Records Manager Administration - Audit Options In order to extend Active Audit Events to non-record objects, the user tags the objects using the Active Audit Events tab on the Audit Options dialog. If an object is tagged in this list, for example Classification, it means that whenever a Classification is created, modified or deleted, an active audit event is stored on the database. Figure 25 - HP Records Manager - Audit Options - Active Audit Events Page 21 of 46

28 Once configured, users can view the history of activity for a particular object by using the Security and Audit > Active Audit Events menu. This menu is available for all the HP Records Manager object types that can be configured to have Active Audit Events. Figure 26 - HP Records Manager - Security and Audit - Active Audit Events menu Figure 27 - Example Active Audit Events Log Summary Snapshots The HP Records Manager auditing capability now includes the ability to take a detailed snapshot of the changes made to HP Records Manager. This snapshot is available when: A new object is created (any non-default property values are recorded in the summary) An object is modified (all properties that are changed are reported in the summary) An object is deleted (any non-default properties are recorded in the summary) To enable the generation of summaries, select the Generate detailed summaries in Active and Offline logs when: options on the HP Records Manager Administration Audit Options General tab dialog (see Figure 27 below). Figure 28 - HP Records Manager Audit Options Administration - Generate Detailed Summaries options Page 22 of 46

29 The summary is stored internally as an XML formatted string and is linked to any Active Audit Event entry. It is also forwarded to the Event Processor when the summary is associated with an Offline Audit Event. Figure 29 - Example of a Detailed Summary on an Active Audit Event Generating detailed summaries can be expensive as the amount of data that is needed to construct an update transaction is essentially doubled. As a result, an option, Record large text values in detailed summaries is available on the HP Records Manager Audit Options General tab to determine whether to generate detailed summaries of these very large data properties, such as updating the Notes. If this option is not selected, rather than storing the old and new data summaries, a comment is added that it was modified. Annotating Amendments for Auditing Purposes HP Records Manager can now be configured to allow users who are making updates to HP Records Manager objects to add a comment for the Active Audit or Offline Audit Events. To enable this feature, an HP Records Manager Audit Options option has been added: Enabling this option exposes a field on HP Records Manager object Properties dialog. The comment entered in this field is displayed as a part of the Event Details for the Active Audit Event. Page 23 of 46

30 Figure 30 - HP Records Manager - Audit Log Comments Improving Management of Offline Audit Logs The HP Records Manager Offline Audit Log is produced by the Event Processor. A text file is written continuously as each event is received by the Event Processor. At the end of each day, the text file is closed and a new file is created. As a part of the Offline Audit Log processing in HP Records Manager 8.0, there is now an option to automatically check-in the closed Audit Log file into HP Records Manager as a part of the end of day processing. A Log file viewer executable has been included in HP Records Manager 8.0. This Log Viewer is invoked when the Audit Log file is opened either from HP Records Manager or from the hard disk. Once the Audit Log is captured in HP Records Manager it will be content indexed like any other HP Records Manager record. Page 24 of 46

31 Figure 31 - Example of the Audit Log file in the HP Records Manager Log View Other Changes to Auditing Improvement of Accuracy Because audit log summaries are produced at the time of the transaction, there is no longer a possibility of inaccurate audit information being produced due to delays in event processing. The summary reflects the actual change at the actual time, so is now a far more reliable. In addition, there is no longer a need to rely on previous audit logs to determine what specific modifications were made this information is also captured as part of the transaction (including the previous property values if so desired). New Events In previous versions there was an offline event Electronic Document Transaction which used some information in the event details text to indicate what type of transaction. In the corresponding Active Audit Event for the record, the event would be far more granular, in that there was a separate event for each significant electronic transaction, e.g. Document Viewed, Document Printed, etc. In HP Records Manager 8.0, the Offline Audit Event list has been expanded so that there is now a one-to-one correspondence between the Offline Audit Events and the Active Audit Events. Three new Events have also been added to the Record Type Audit tab properties dialog. These options allow an HP Record Manager Administrator to specify at a greater level of granularity which records are interested in added to the Offline Audit log. Page 25 of 46

32 Select these options to add these events to the Active Audit Event log if required. Offline Audit Log Extra Information The Offline Audit log has been enhanced to provide the event date in three time zones, the time zone of the Event Processor, GMT, and the time zone of the user that generated the event. The Active Audit log has been enhanced to include the name of the computer from where the Active Audit Event was originated. Special Audit Summaries The HP Records Manager Data Cleanup function is now logged in the audit logs, using a special XML format to indicate which date is cleaned up. This is interpreted for display purposes in both the Offline and Active audit logs. A special summary format is also used to record any changes an Administrator might make to the Audit Options of a database. Page 26 of 46

33 New Record Auditing Configuration Options There are three new options you can configure for record auditing on a per record type basis: Searching Enhancements to the Search dialog Searching in HP Records Manager 8.0 has been significantly enhanced to include the string based functionality. The powerful string based searching has been exposed via the Boolean search editor and allows more options for searching for objects like Locations etc. Figure 32 - Enhanced Boolean Search Editor dialog For many search methods, additional search options are exposed on the Boolean search dialog. These search options allow users to select a specific definition that will apply to the search clauses. See Examples of Search Options for searching by registeredon on page 28 for examples as to how the search clause format is modified when different search options are selected. Page 27 of 46

34 Examples of Search Options for searching by Date Registered Note These examples are for a single search method Date Registered (registeredon). The available search options and behaviors are different for different search methods. Figure 33 Example 1 - Searching for Records by Date Registered using a Specific date or range of dates Figure 34 Example 2 - Searching for Records by registeredon by Month and/or a year Figure 35 - Example 3 - Searching for Records by Date Registered by Floating range, single time interval Page 28 of 46

35 In HP Records Manager 8.0, users can change the Search dialog format from a Search dialog using the Editor button. This will change the format of the Search dialog for the current search only, if users want to change the Search dialog format permanently it can still be done through the User options. Users can now also specify the List Pane columns that are displayed for a particular search result. On the Search dialog, the Results tab has been added. Users can specify which columns they want to see for the search results Figure 36 - Search dialog Results tab - Selecting Columns to be displayed in the Search Results Parameterize Saved Searches Saved searches can now be created so when it is run HP Records Manager prompts the user to enter the search criteria (parameter) for that search method. This is useful for organizations that have a requirement to run the same search frequently where one parameter needs to be different each time it is run, such as statistical reports. Search methods are parameterized by right-clicking on the search method and criteria in the bottom list field and clicking Parameter. Page 29 of 46

36 Figure 37 - Saved Searches - Creating a Parameterized Search Method The creator of the Saved Search can enter details such as a name and description for the parameter. Figure 38 - Saved Searches - Method Parameter Details Page 30 of 46

37 When a user runs a Saved Search that has a parameterized search method in it, they can be prompted to enter the required search criteria for their search; this will not edit the saved search for other users. Figure 39 - Saved Searches - Search Parameter prompt The saved search will be run with the entered search criteria(s). Saved Searches Created in HP TRIM Due to the design changes made in the Search module in HP Records Manager, Saved Searches that have been created in HP TRIM 7.3x and earlier will need to be manually redefined in HP Records Manager 8 after upgrading. It is recommended that all Saved Searches are reviewed and documented, that is, capturing all details of the Saved Search, before upgrading to HP Records Manager 8.0. This will assist you in recreating the Saved Searches after upgrading. Once upgraded, to find the Saved Searches created in HP TRIM, you can search for Saved Searches Old format ; this will display all previously created searches that you then can recreate. Figure 40 - Searching for Saved Searches - Old Format To recreate an old saved search, right-click on the Saved Search, click Properties and then click Edit Query. A warning message is displayed which will show details of the query in the old internal format. You can click OK on this warning message to recreate the search criteria for the Saved Search. Page 31 of 46

38 Enhanced Search Integration with IDOL HP Records Manger can now use IDOL for searching when appropriate. HP Records Manager Administrators can select when HP Records Manager uses the IDOL search engine from the HP Records Administration System Options menu, on the General tab there is a new option Usage of IDOL search engine for Record search clauses. An HP Records Administrator can select from: Only Document Content this is the default setting. HP Records Manager will use IDOL to search the content of electronic documents only Document Content, Record Titles and Record Notes if this option is selected, where possible HP Records Manager uses IDOL for searches that use electronic document content, record titles and record notes Use IDOL indexes where possible if this option is selected, HP Records Manager will use IDOL for all search methods that can be supported by IDOL Users can now also run a search using the idol search method; this search method will send a search directly to the IDOL server. When using this search method users will need to use the IDOL syntax to build their query rather than HP Records Manager syntax, for example, idol: *&FieldText=RANGE{1/1/2013,31/1/2013}:TD_DATEREGISTERED Enhanced Deployment and Configuration In HP Records Manager 8.0 the installation process has been streamlined to reduce the number of installation MSIs, the installation of pre-requisites and the need to run the installation from a command line. The new installation setup.exe automatically installs some of the required pre-requisites and runs with elevated privileges. A new installation application has been developed, Setup_xxx.exe. This file has a modern interface that is in line with the Windows 8 look and feel of HP Records Manager. It now wraps up the 4 main MSI installers the HP Records Manager client, the HP RM Web Client, Webdrawer and Service API. The MSIs that are not included in the Setup.exe are the SharePoint integration, SRMS, IDOL components, Domino integration and the Directory Synchronization. Installation Settings There is now an option on the final page of the install wizard, Installation Settings, which allows a user to view the selected installation settings on a web page. Page 32 of 46

39 Figure 41 - Example of the Installation Settings from Setup.exe Page 33 of 46

40 XML File The settings chosen on the install wizard can also be viewed as an XML file. The location of this file can be noted, or it can be saved, and used for future installations. Note See RM8.0_Install.pdf for further information about installing HP Records Manager using the setup.exe Figure 42 Example of the XML Settings for the HP Records Manager Installation Process Enhanced IDOL Configuration Options The configuration of IDOL in previous versions meant directly modifying the IDOL Configuration files. In HP Records Manager 8.0 the IDOL Configuration options have been included in the HP Records Manager Enterprise Studio. Additional IDOL Content Engines can be added or existing details can be modified and deployed to all IDOL components via HP RM Enterprise Studio. Page 34 of 46

41 Figure 43 - IDOL Content Service Configuration Options Enhancements to Security Features Increased Number of Caveats The number of supported caveats has been increased to 512. In previous versions, Locations were given access to particular Caveats by updating their Location Profile. In HP Records Manager 8.0, the ability to add, remove or show Locations from the Caveat has been added. Figure 44 - Ability to Update a Security Caveat with Locations Additional Fields Access Controls In HP Records Manager 8.0, users have the ability to add Access Controls to Additional Fields. The two Access Controls that have been added are: View Additional Field Value defines who can view the values in an Additional Field Modify Additional Field Value defines who can modify the values of an Additional Field Page 35 of 46

42 Figure 45 - Available Access Controls on Additional Fields If a user is not a part of the Access Control to View the Additional Field they will not be able to see the field when it has been exposed on HP Records Manager objects, even if they are a part of the Access Control to Modify the Additional Field. Page 36 of 46

43 4 Enhancement Requests Included in this Release 444 Todo Items - allow the searching of Todo items for all child records under a parent record Enhanced. New Search feature now allows user to search for To Do Items for a parent record and its child records 1009 HP TRIM User Defined Fields - Setting the Access Controls on Additional Fields for a record type would allow other users to view metadata on a record. Enhanced. Access Controls on Additional fields does not allow users to view metadata of a record if the user does not have permission to view HP Records Manager In Outlook - Ability to prevent duplicate s from being stored Enhanced. HP RM's System options have been introduced to successfully prevent duplicate s from being stored TEM - revamp techniques used by the Generate RDBMS Optimizer Statistics option to improve client-led tuning options Enhanced. For Oracle, the use of the DBMS_STATS package and basic statistics is now working TRIM DS - Allow the AD field legacyexchangedn to be imported into TRIM as an additional address Enhanced. When synchronizing occurs between AD and TRIM DS the legacyexchangedn can be mapped as an additional address Saved Searches - Have ability to customize the column list of the resulting search window for each saved search. Enhanced.. New feature has been introduced to retain the column selections in Saved Searches result set 2957 Classification terminology - use 'term' instead of 'level' consistently Enhanced. The menu item captions now say "New Top Level Item" rather than "New Top Level", and "New Lower Level Item" rather than "New Lower Level". This makes the intent of the option clearer User Defined Fields - add a Notes field so Administrator can enter a description of the UDF, its use etc. Enhanced. Notes tab is now displayed in the Properties dialog window for Additional Fields 4241 HP Records Manager in Outlook - more polished (automatic) recognition that network is not available. Enhanced. HP Records Manager in Outlook functionality has been enhanced to disable the toolbar if Outlook is in offline mode. Page 37 of 46

44 4845 Event Server - There is no SMTP Authentication - Authentication required error 530 Enhanced. " Server" properties dialog has a checkbox which will enable authenticated SMTP connections TRIMInOutlook: Provide an option to open/create linked folders on TIO toolbar making it un-nested will avoid extra clicks. Enhanced The new HP Records Manager interface in Outlook ribbon has an option to create linked folders and is unnested avoiding many clicks Locations - Remove Location Task - A Few suggestions Enhanced.. Previously selected Locations are now retained in the dropdown list and Checkboxes have been introduced and enabled by default 5726 Census - run census and select to display results in a search window - you are unable to refine the search. Enhanced. A user is now able to refine the search within the census display results window Locations - Unable to modify an unknown Location's person name and update Location's type to an Organisation. Fixed. HP Records Manager allows users with relevant permissions to modify an unknown Location's person name and update Location's type to an Organisation successfully TRIM Context Client - A more informative message is needed when the port number between the Client and WGS is a mismatch. Enhanced. Now a more informative message is displayed when the port number between the Client and WGS is a mismatch Record Properties Attached Thesaurus Terms tab RMB option is Delete, should be Remove Enhanced. Remove option is now made consistent on all dialog boxes to enable users remove thesaurus terms without deleting it The audit log does not record details regarding a record's Communications. Enhanced. The audit log now records details regarding any activities relating to Communications Action Tracking - Change to Notes function, ability to have Action notes copied to records actions. Enhanced. Notes from Actions are copied to Record Actions Workgroup Server Detection of dead Workgroup Server connections Enhanced. The publication between the workgroups is based on a Workgroup Server actively subscribing to the other Workgroups it knows about, and a Workgroup will resubscribe when it detects a dead connection. In TRIM 62 releases it was possible that it wouldn't detect dead connections. In RM 8.0 we added pings to the published stream, so now a dead Workgroup Server connections is detected and we will resubscribe Page 38 of 46

45 11727 Locations - Profile - Network Name does not meet length requirements for Microsoft or Novell. Enhanced. The Network Name meets the length requirements for Microsoft and Novell Locations - Allow Duplicate Titles for locations of type position. Enhanced. Multiple locations can be created with the same name Trays - In and In / Due trays to deliver actions due to multiple positions that a person holds. Enhanced. A new 'Search For' combo box is now available User Interface - Find Records Pane - Add extra combo at left titled "Search For" and containing "Records", "Locations", "Schedules", etc. Enhanced. A new 'Search For' combo box is now available Location - Notification when making a location inactive if it is the assignee of records Enhanced. Warning message is now displayed if a user tried to make a Location inactive if there are assigned records to that Location Browse via classifications - there is currently no ability to tag multiple records. Please provide Tag Functionality for Records on Classification/Record Browser list. Enhanced. Browse via Classifications supported tagging, but only for Classifications. Records cannot be tagged HP TRIM Web Client - It would be nice to be able to see the photo associated with a location if there was one Enhanced. User picture is displayed along with Status information if the picture is uploaded in TRIM Record Search - Provide a Check Box on the Search dialog that will produce the Recursive search, rather than use the '+' on the end of the search criteria. Enhanced. The new search engine uses a check box Digital Signatures - verification failure does not get written to the Audit Log. Enhanced. Verification failure now is written to the Audit Log Data Cleanup - Nothing is written to the Audit Log. Enhanced. Data cleanup events are now generated for audit logging (both offline and active audit events), with full details Records - Electronic - Check-in - remove checkin from TopDrawer when the doc is not checked out to TopDrawer. Enhanced. Offline Records option is disabled in this situation Time stored for Active Audit Event needs to be static Enhanced. The active audit event can now display the event time as either local time, GMT, or the local time on the machine that generated the event (or a combination of these). Page 39 of 46

46 33579 Foreign Key Children Not indexed Enhanced. Indexes on the child columns on the source tables can alleviate locking problems, because it is the index that is accessed, and not the table and index accesses are much faster Add a count button when determining the number of users currently connected to a workgroup server Enhanced. The count of people connected is now displayed. Different instances of TRIM do not contribute to the count - just the number of people Date Closed for tagged records cannot be removed Enhanced. Date Closed can be cleared in tagged mode processing Offline Workgroup Server - Remove the Feature. Enhanced. Offline Workgroup Server mode removed from HP RM Toolbar / View Pane - Add new buttons for Preserve Revision Enhanced. New Category added to the Customize menu. This category is called Revision and has the Preserve Revision button along with other Phrase Searching in Title Word Field Enhanced. Records Manager can now use IDOL to perform phrase and other advanced searches on Title words Document Store - Optimizing movement of records between Document Stores. Enhanced - Transfer of records between Document Stores had been Optimized Workflow - provide an Online audit log. Enhanced. Feature provided as part of a general upgrade to Records Manager audit features Default setting copy addresses to Replacement Location. Enhanced. If selected, the 'Copy addresses to the Replacement Location' check box is retained for the next time a location is deleted TRIM System Options - New Record Versions - If a user creates a new version all previous revisions are automatically purged unless they have been 'preserved' prior to the creation of the new version. User wants a warning. Enhanced. A new option on the record type has been provided in order that the records administrator can specify that they will let the user decide whether to purge the old revisions. This is used in conjunction with a new check box on the Create New Version dialog, allowing the person creating the new version to choose how to deal with the previous revisions FTP Document Stores need to be deprecated. Enhanced. Support for FTP document store removed Transfer inactive documents to another document store Enhanced. Electronic Documents can be transferred from one Document Store to another using the right click functionality of Electronic -> Transfer Storage. Page 40 of 46