Document Management / Records management

Records classification scheme and registration settings

Records classification scheme is a hierarchic scheme for record keeping and document registration. Registered documents are displayed in the Records management workspace in accordance with this hierarchy.

You can’t work in the Records management workspace and register documents if the records classification scheme is not configured.

The configured records classification scheme consists of Offices that contain Categories and Folders. The screenshot below shows the example of the configured scheme: 

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Records classification scheme configuration

To set up the records classification scheme for your company, go to the Administration > Records classification scheme settings.

начало внимание

Only the users included in the Administrators group can configure the records classification scheme.

конец внимание

First of all, create the Offices. They represent your company’s divisions, branches, or departments for document registration.

To add a new office, click +Office in the upper right corner of the page. Name it Head Office, for example, and click Save.  

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You can configure the office access and determine the employees that can register the documents in it. Click three dots to the right of its name and select the Access settings. Select the User Group, Org chart item, or the specific User, and click Save.

You can create Categories in the office that help you to sort the documents. To add a new Category, click three dots to the right of the office name and select +Category. Name it Legal department, for example.

Now, create a Folder. It allows you to store the documents of one type for example, contracts. You can create a folder in an office or in a category. Click three dots to the right of their names and click +Folder. The settings window opens.

Folder configuration

When you configure a folder, you configure the document registration. You determine the document flow, numbering type, create a registration number template, etc.

начало внимание

Registration is available only for apps of the document type.

конец внимание

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Name. Name the folder. For example, Delivery contracts.

Document flow. Select the document flow: Incoming, Outgoing, Internal, or Contracts. It is important to divide the flows in order to avoid mistakes and confusion.

Numbering. Determine the numbering type. Users can enter the document number manually, or it can be automatically assigned by the system. Let’s take a look at the automatic type settings:

  1. Start value. The document numbering starts with this value.
  2. Increment. The document’s numbering interval. If the increment value is 10, the first document will be numbered 10, the next one will be numbered 20, and so on.
  3. Minimum number of characters*. This setting is used for multivalued document numbers. The default setting is 1.
  4. Number template *. The default template for document registration numbers is the {$_index} variable. It stores the contents of the Index field. You can add more symbols and text to the template, for example, Incoming Doc. N {$_index}.

Additional registration number settings are also available for configuration:

  • Allow reserving reg. number. You can assign a number to a document before it is actually registered. When you check this setting, the Reuse numbers field appears. If the reservation of a specific number has been cancelled, this option allows you to use the same number again. Otherwise, the previously reserved numbers will not be reused.
  • Allow editing number after registration. Users will be able to change the number of the registered document later on.
  • Reset numbering annually. The numbering will reset every year, and the numbering will begin from the Start value.

If you choose to create registration numbers automatically, you can activate the continuous numbering with another folder. In this case, you need to select the folder for numbering, enter the minimum number of characters and the number template.

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Example of continuous numbering.

Setting up registration in an app

Determine the apps that allow the users to register the documents after you set up the registration in the Folder. For example, allow registration for the Contracts app.

To enable registration, go to the app and click gear blue to the right of its name. In the menu that opens, click Registration.

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Registration settings window appears. Check the Enable registration box and select a Folder to store the registered documents of this app.

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Now the app documents can be registered into the selected folder. Then, they appear in the Records management workspace.