Who is this article for?

Users who want to learn to manage document types.

No elevated permissions are required.

Document types are filing categories that specified documents can be associated to, helping you organise and manage your documentation effectively.

1. Creating a new document type

To create a document type, follow these steps:

1. Go to Administration.
2. Select Documents Admin.
3. Choose Document Types.

4. Click the blue plus icon next to Document Types.

5. Complete the following fields:
   • Title – the name of your document type
   • Description – a brief description of what documents will be contained (optional but helpful for similar names)
   • Prefix – text that appears before each document number sequence
   • Padding – the number of zeros in the sequence (for example, padding set to 4 produces 00001 as the first number)
   • Workflow – assigns the document type to a workflow
   • Review Period – the time period for reviewing the document type (optional but useful for keeping types up to date)
6. Click the Add button to generate the document type.

To add a subcategory, hover over the parent document type and click the plus icon next to the name. This displays the same fields for completion.

2. Editing a document type

To edit a document type, follow these steps:

1. Select the document type you want to edit.
2. Hover over the field you want to change in the right-hand panel.
3. Click the pen icon.
4. Make your changes.

3. Archiving a document type

To archive a document type, follow these steps:

1. Select the document type you want to archive.
2. Click the three dots in the top right of the information panel.
3. Select Archive.

4. Click Archive in the warning message to confirm.

Note: Document types follow a hierarchical structure. If a top-level document group is assigned to a user group, the users in that group will automatically be able to view all documents nested under that top level. When assigning documents to a user group, ensure that you assign the specific document or set of documents required. Assigning a higher-level group will grant visibility to all underlying documents within that hierarchy.