Add an Email from Outlook to the Grant File


Concept

In this topic, you will learn how to add an email from Outlook to the Grant File using TRIM.


Steps:

  1. In Outlook, click on the Email Subject to view the message.

    Step 1
  2. Click on the Add-Ins tab to view the TRIM Integration features.

    Step 2
  3. Click the Catalogue icon to open the New Record window.

    Step 3
  4. The New Record window displays the following fields:

     

    - Document Type: the section of the Grant File to which the document will be saved

    - Email Subject: from the Subject line of the email

    - Award Number: the PR/Award number to which the email is associated

    - Personally Identifiable Information indicator

    - Subject: the Grant File subject to which the email pertains

    Step 4
  5. Enter the information in the Award Number field.

     

    In this example, enter "Z420C130001".

    Step 5
  6. Mark the Personally Identifiable Information (PII) checkbox to indicate that the email contains PII.

    Step 6
  7. Click in the Subject field to select the subject of the email.

    Step 7
  8. Select the appropriate Subject from the dropdown list.

     

    In this example, select Personnel.

    Step 8
  9. Click the Ok button to save the email in TRIM.

    Step 9
  10. The TRIM title next to the email subject indicates that the email has been saved successfully.

     

    We will now use G5 to view the email in the Grant File.

    Step 10
  11. Click the My Grants link to view the list of assigned awards.

    Step 11
  12. Select the desired award by clicking the PR Award Number link.

     

    In this example, select award Z420C130001.

    Step 12
  13. Click the Grant File tab to view the documents within the Grant File.

    Step 13
  14. Click in the Section field to select a specific section of the Grant File.

    Step 14
  15. Select Section 3: Correspondence.

    Step 15
  16. The email now appears in the Grant File.

    Step 16
  17. Hover over the Main menu and click the My HomePage menu item to return to the My Home Page screen.

    Step 17

Congratulations!

 

You have successfully added an email from Outlook to the Grant File.