I have several questions about how TRIM/SharePoint integration works.
How do I actually create a Lifetime Management Policy? I have found the SharePoint list which contains them, and can add items to it, but the options for creating these list items seem very limited. For instance how would I create a Lifetime Management policy that sends documents to TRIM immediately upon approval/publish?
What does it mean to configure TRIM integration for a site? Is it only a placeholder so taht lists can inherit settings from one central location? Surely the documents from TRIM can't go anywhere besides in lists
How do you make the copy of documents go both directions - TRIM->SP and SP->TRIM? How does it know not to get stuck in an infinite loop of copying documents back to TRIM that it just copied from TRIM?
I clicked on Management Details for an item, and it said if it went to TRIM it would go to container F/13/1234, but the library was configured to go to F/13/1235, where the heck did it come up with F/13/1234?
how do field values get matched between sharepoint and trim, like if they are choice fields or managed metadata that have set things they can be? is it just if they have the same text value? will it give errors if it cant match them?
why cant the "expose" settings inherit? why only the "Record Management Options"?
Do you have the SharePoint Integration Configuration Guide?
A lot of what you are asking is conceptual as well as technical, so you need to understand sharepoint structure, records management concepts and have a certain level of planning for what you want to achieve with the integration.
:::::::::::::::::::::: NOT A HP EMPLOYEE ::::::::::::::::::::::
Yes, I have those documents (for version 7.2), but they are not very detailed. I understand SharePoint structure very well, and am somewhat familiar with Records Management concepts. I have also been through a training session on SharePoint/TRIM Integration (though it was several months ago and I've forgotten a lot of it).
The most important question which I am baffled about not being able to find an answer to is, how do I create a new Lifetime Management Policy? The Lifetime Management Policies list does not make any sense to me.
I am also a bit inexperienced with workflows in SharePoint, which might be the crux of this problem. I see that the columns that appear in that view are workflow status columns, but why would there be workflows for a configuration list? It's very... meta. Workflows on items that determine workflows on other items? I must be completely missing the point.
If there is a portion of either of those documents that explains this, I would be weclome to hear what page numbers I should be looking at.
I understand your point and questions, so to start with your Life Time Management question. This LTM is a workflow in SharePoint however this is a special type of workflow created by HP TRIM team. This is a template from which you can create further workflows. You would have noticed that you create it from Document Library (top right corner).
I am sure you would have seen already available LTM based on time only (immediate, 1 Day etc) and I guess what you are asking is a Life Time Management based on SharePoint metadata such as if the Contract Value is >200 push immediately in TRIM or if the document is Approved by Board Member then push it in TRIM else leave it in SharePoint.
This kind of a feature is not available from Out of the Box installation. However there are solutions (add-on) available to achieve such results.
I guess the best detailed guide and full explaination is given in documentation from 7.2 (even its old version but somehow it was very thorough. I also find 7.3.3 documentation is quite good). If you have any specific issue or would like to have it discussed in details to technically clarify things. You are most welcome to contact me directly.