System Parameters - Creating Document Types

System Parameters - Creating Document Types

Info
This article is part of the System Parameters section.
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Document Types allow you to decide which areas of the system certain documents are available from, where they will be distributed to and who can view them.

To access the Document Types settings:
  1. Select System from the toolbar.

  2. Choose Documents from the drop-down menu.

  3. Select Types.

Here you will see a list of the types that currently exist in the system. You can Add, Amend and Delete types from this screen.
Notes
To create and amend Document Types you will need the "Document Types" permission.

Adding a New Document Type

To add a new Document Type:
  1. Click the Add New button in the action panel on the left. 

  2. On the Add Document Type screen, enter a Document Type Name and click Save.
Alert
You will not be able to enter any other details on this screen until you have clicked the Save button.
  1. The fields will now become available for selection. Use the arrows to move options between Available and Selected.

    1. Source Types - This is where the document has been received from, and where you want to be able to view it in the system. For example, a letter from a groundskeeper would need to be visible in the Development Documents tab, so you would choose Development as the Source Type.

    2. Distribute Types - This is where the document will be distributed from. For example, if you want to send a document to your clients via mail merge you would need to select the Client Distribute Type to make the template available under this type in the mail merge screen.

    3. Audience Types - This is who will be able to view the document. Leave as Private (Account only) unless there is no personal information on the document and you want it to be visible for multiple people.
Info
You cannot remove Private (Account only) from the Audience Types as this is a default system requirement.
  1. Once you have made your selections, click Close.

  2. Log out and back in again to apply your changes.

Amending a Document Type

To amend an existing Document Type:
  1. Open the Document Types screen and select the type from the grid.

  2. Click Amend in the action panel on the left, or double-click on the type to open the Amend Document Types window.

  3. You can amend the Name, and change the Source Types, Distribute Types and Audience Types.

  4. Once you have made your changes, click Close.

  5. Log out and back in again to apply your changes.

Deleting a Document Type

Info
There are some Document Types that are essential for the system to function correctly. These are ticked as System Required and they cannot be deleted.

To delete a non-essential Document Type, highlight it in the Document Types grid and click Delete in the action panel on the left.

Using Document Types

Document Types are used in many different areas of the system.

For example, you can use them when receiving a document into the main Documents area.
  1. Select Documents from the toolbar.

  2. Choose Receive In from the menu to open the Documents:Receive screen.

  3. Select a Source Type from the dropdown e.g. Client

  4. Select a Document Type from the dropdown e.g. Client Letters

  5. Select a Web Document Type if you want the document to be visible on the client portal.
Notes
To set Web Document Types you will need the "Documents Web Document Type" permission.
  1. Enter a Description for the document and click the ... icon to browse for your file.

  2. Select an Audience Type to determine who can view the document.
Warning
If this is a private document for one client, you must select Private (Account only). Selecting anything else will make each document visible for everyone selected. For example, setting the Audience Type to Development would make each client's individual letter visible for all clients in the development.
Notes
To update Audience Type you will need the "Documents Allow Changing Audience Type" permission.

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