TrimFiles FAQs

Find answers to questions about TrimFiles and our enterprise information management solutions.

Do the TrimFiles vaults provide an audit trail?

What type of information is included and in what format?

TrimFiles includes the following audit trail functionality:

  • Recording of object-specific events, such as object addition, modification, and deletion operations
  • Information about who has performed the operation and when
  • Vault-specific actions, such as logins, logouts, password changes and user group changes, etc.
Can TrimFiles export CSV reports?

Yes, all the metadata from TrimFiles can be exported to CSV formatted excel files. The file can be exported with only specific columns or a full set of metadata.

How does TrimFiles deal with XREF links in AutoCAD drawings?

TrimFiles does work with AutoCAD and XREFs. Demonstrations can be requested to verify the behavior of XREFs.

How can we view DWG files without AutoCAD?

The official and free DWG viewer application, Autodesk TrueView, can be utilized to view DWG files. Download and install Autodesk TrueView from http://www.autodesk.com.

What database does TrimFiles use?

TrimFiles uses an embedded SQL database engine called Firebird. In addition to Firebird, you can use Microsoft SQL Server. Firebird is an SQL database engine integrated in TrimFiles.

Choose Firebird as the database engine, unless you have a particular reason to choose Microsoft SQL Server. Switching from Firebird to Microsoft SQL Server can be easily done later on if necessary. Changing from Microsoft SQL Server to Firebird is not, however possible.

How reliable is the TrimFiles database engine?

TrimFiles uses an embedded SQL database engine called Firebird. In addition to Firebird, you can use Microsoft SQL Server. Firebird and Microsoft SQL Server are being used in various kinds of production systems worldwide. We are very confident about the reliability with these engines.

What is metadata and how does it help?

Metadata is a set of data that describes and gives information about other data. In TrimFiles it consists of information about the document or objects, such as the parties of a contract or the recipient of a letter. Metadata is used for example, to search for and organize documents within the TrimFiles vaults.

What is the relationship between metadata and properties?

Documents are described in more details on the metadata card with Properties. The default properties are class specific: Agreements, for instance, can have an expiry date, whereas HR documents are often associated with Employees.

If we only use TrimFiles to store documents, what use are Objects?

The term object refers to a group of information sets, types of objects, that are designed to capture specific metadata and/or files in a predefined format. Typical objects within the TrimFiles vaults are Documents, Customer, Project, Employee, Contact, etc. Many object types do not contain files or attachments; they simply represent the metadata and can be associated with other objects or documents to further define them.

How do I get started with TrimFiles?

The TrimFiles team is available to answer any questions or concerns regarding the TrimFiles database solution, see our contact page, for further details. Our 360 overview page, is another great place to find some basic information and details.

What can TrimFiles help me to do?
  • Manage technical documents, like specifications and plans, project files, drawings, CAD files, and more. 
  • Automate processes to increase reliability and repeatability while eliminating errors, delays and duplicates. 
  • Make documents accessible from anywhere even when no Internet access is available with our remote and offline access capabilities. 
  • Facilitate team collaboration and avoid conflicts and data loss when one person overwrites the changes of another with the check-in/check-out and co-authoring features. 
  • Create secure document access permissions with Windows Active Directory support. 
  • Automatically record all document activity with a log and audit trail.
What kind of companies use TrimFiles?

any of the companies that utilize the TrimFiles solution are from industries that require compliance with strict regulations and industry standards. They want automated workflows, document templates, customized user permissions & user groups, electronic signing, as well as integration with their current software toolkits.

If the entire company is using TrimFiles, can users be restricted to only certain documents?

Permissions are values assigned to documents, objects, users or user groups. Permissions ensure users are not authorized access to documentation or information outside of their purview.

I am producing the same documents over and over again, with only minor differences between them, what can TrimFiles do to make this easier?

Within the document vault a set of templates can be created and utilized over and over again. Through accessing these templates certain information can be automatically filled in, typical examples of this is contact information, or other details described by metadata.

While searching through the database I am often searching for the same things over and over again, can this be simplified?

Views can be utilized to produce results similar to searches however they only have to be created once. They are structured based on specific requirements or metadata properties and are highly customizable. Since the TrimFiles vaults dont rely on folders, views allow a similar style of organization without changing anything in the database directly related to the document. Views can be created and used on a personal level or they can be created and shared with other team members.

What languages does the TrimFiles interface support?

The ECM software that the TrimFiles vaults run on currently supports over 30 distinct languages.

  • Albanian
  • Arabic
  • Bulgarian
  • Chinese (Simplified/PRC)
  • Chinese (Traditional/Taiwan)
  • Croatian
  • Czech
  • Danish
  • Dutch
  • English
  • Estonian
  • Finnish
  • French
  • German 
  • Greek
  • Hebrew
  • Hungarian
  • Italian
  • Japanese
  • Korean
  • Norwegian 
  • Polish
  • Portuguese (Brazil)
  • Romanian
  • Russian
  • Serbian
  • Slovakian
  • Slovenian 
  • Spanish
  • Swedish
  • Turkish
  • Vietnamese
Can users access the TrimFiles vaults through mobile devices?

The TrimFiles vaults can be accessible via the free M-Files apps available for download from the various device stores. 

  • Android 
    • M-Files Mobile for Android (Android 2.3.3 or later) 
  • iOS (iPhone/iPad)
    • M-Files Mobile for iOS (iOS 7.0 or later) 
  • Windows 
    • M-Files Mobile for Windows Phone (Windows Phone 8.0/8.1 or later) 
    • M-Files Universal App for Windows (Windows 10)
Who is impacted by this accounting change?

Nearly all organizations on U.S. generally accepted accounting principles (US GAAP) that enter into leases, as defined in this new standard, will be impacted. There are some specified scope exemptions, but this one will likely hit-hard in terms of accounting changes compared to other accounting standard updates, especially for lessees.

What has changed?

The accounting for leases as we know it today (i.e., ASC 840) is being replaced by ASC 842. The main objective of ASC 842 is to increase transparency and comparability among organizations by recognizing lease assets and lease liabilities on the balance sheet and disclosing key information about leasing arrangements. Leasing has been an important avenue for a ‘lessee’ to access and use real estate, equipment, automobiles and other depreciable assets legally owned by a ‘lessor,’ and pay over time. That part is not changing. However, new terminology, accounting, and disclosures from this standard run deep, especially for lessees. No longer can today’s operating lease avoid the lessee’s balance sheet unless it is 12 months or less in duration and does not include an option to purchase the underlying asset that the lessee is reasonably certain to exercise. Lessees will now need to recognize both an asset and liability for traditional operating leases unless they are short-term. In essence, balance sheets will be grossed-up as these historical off-balance sheet leases will now need to be captured.

When is the effective date?

FASB's ASU No. 201t-02 - Leases (Topic 842) is effective for public entities annual reporting periods beginning after December 15, 2018, including interim reporting periods within that reporting period. For all other entities, it is effective for annual reporting periods beginning after December 15, 2019, and interim reporting periods within annual reporting periods beginning after December 15, 2020. Early application of the amendments is permitted for all entities.

Where does an organization start?

Education on this new standard is the obvious starting point. This is an important accounting change for nearly all organizations compiling their financial statements in accordance with U.S. GAAP. Financial and accounting management, staff, audit committee members, and auditors can all benefit in learning the latest developments and guidance to help pave the way towards a smooth transition.

What are some additional preparation steps?

Treat implementation to this standard as an important ‘project’ that has a definitive deadline. While there are many preparations steps, here are some logical ones: 

  • Establish a cross-functional project team to assess and prepare for implementation 
  • Develop an implementation plan and keep your audit committee informed of progress 
  • Review all contracts to take an inventory of leases 
  • Document process changes, including internal controls and related systems solutions 
  • Determine data requirements for judgements and disclosures 
  • Conclude on anticipated changes from current GAAP and potential impacts to operational and performance metrics, company contracts, accounting policies, internal controls, and tax matters 
  • Communicate with key stakeholders on project status, especially with creditors regarding likely changes to your loan covenants. Early discussions by lessees with their banks can be beneficial to renegotiate loan covenants to potentially exclude, or minimize, the impact of this new standard on covenant requirements.
What are some of the more challenging aspects of ASC 842?

Underestimating the effort this implementation project is likely to take is a common mistake. This new standard has completely revised and changed the scope of lease accounting. For example, a contract does not have to have the word “lease” in it to be a lease. Some service contracts that include the use of a piece of equipment may include an embedded lease. Identifying contracts with these embedded leases will be very important. Another challenge will be identifying and collecting the data to support the new extensive disclosure requirements.

Where can my company go for assistance?

A second CPA firm, such as us, can provide the education, advice and support for successful implementation. Your external audit firm should be kept in the loop in terms of implementation status, but they are generally prohibited from conducting much of the necessary services due to independence concerns. We provide additional information through Changes to Lease Accounting: ASC 842 and learn how we can help through this brochure. In conclusion, don’t let the effective date of this important new accounting standard lull you to sleep. Now is the time to have a thorough game plan defined and in motion. Ensure that adequate resources are in place for successful implementation.

SQL
Are the TrimFiles database vaults accessible from Microsoft SQL (read/write)?

Yes. With the Reporting module you can export the metadata to a separate SQL reporting database for reporting purposes. Alternatively, you can read the database with the TrimFiles APIs.

Are there any database recovery tools available (corruption of database, files, etc.)?

There are various tools for Firebird and Microsoft SQL database recovery if the database gets corrupted through physical hard disk failure, for example. Logical errors and temporary loss of power do not cause corruption because the database is fully transactional. The Verify and Repair command the Admins can run performs various metadata and file data integrity checks (based on MD5 checksums, etc.).

System Requirements
What are the system requirements for the desktop application?

Operating System: Windows Vista, Windows 7, Windows 8 and 8.1 and Windows 10. 

32/64-bit support: The desktop software is compatible with both 32-bit and 64-bit Microsoft Windows operating systems, through separate installation programs.
 
Recommended Browsers
 
  • Google Chrome (recommended)
  • Internet Explorer
  • Mozilla Firefox
  • Safari
  • Microsoft Edge

Note: An extension is available for Google Chrome users and is recommended to allow increased functionality. 

 
Most browsers will require the latest Java applet installation. 
What is required for Web Access?

To access TrimFiles through web browsers the latest or a recent version of Java is required. For Google Chrome users a free extension will need to be downloaded and installed from the Google webstore. A detailed guide is available for download, TrimFiles User Guide Web Browser Access.

Does TrimFiles work with Citrix/Terminal Services?

Yes. TrimFiles is compatible with Citrix XenApp and Terminal Services.

Can I host data on remote servers?

Yes. Replica and archiving servers can be configured. Content replication and archiving functions enable synchronization of objects between vaults so that data is up to date between various specified vaults.

Is it possible to link TrimFiles with SAP?

Yes, it is possible, additional details can be provided upon request.

Vault
What is a TrimFiles vault?

Vault are centralized storage locations for documents and other objects. Its physical location is on the server. Regardless of the physical location, all TrimFiles users see the document vault as a directory on their local computer's, the default is the M: drive. Using a document vault is similar to using a local hard drive as many programs allow users to save directly into that drive.

What is the scalability of the TrimFiles vaults, i.e. max database/vault size?

There is no fixed limitation for the TrimFiles vaults.

Are there any limitations on what files can be stored in the vault or how large they can be?

Any file type can be stored in the vault. To edit files within TrimFiles, the required application needs to be installed. Files sizes are not limited in the TrimFiles vaults, however larger files will require longer to access and download from the server.