Document management / Document Categorization and registration settings

Document Categorization and registration settings

Document Categorization implements a hierarchy for record keeping and document registration. Registered documents are displayed in the Document Categorization workspace in accordance with this hierarchy.

You can’t work in the Document Categorization workspace and register documents unless the hierarchy is set up.

The Document Categorization hierarchy consists of Offices that contain Categories and Folders. The image below shows an example of a set up hierarchy: 

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Set up Document Categorization

To set up Document Categorization for your company, go to the Document Categorization Workspace, click the gear icon next to its name and select Document Categorization Settings.

начало внимание

Only the users included in the Administrators group can configure the document categorization scheme.

конец внимание

  1. First of all, create the Offices. They represent your company’s divisions, branches, or departments where documents can be registered.

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

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  1. 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.
  1. 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. Give it a name, for example, Legal Department.
  1. Now, create a Folder. It allows you to store the documents of one type such as 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.

Configure a folder

When you configure a folder, you actually set up the document registration procedure. 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 or Internal. It is important to distinguish 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:

  • 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.

Set 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.

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  • Select folder for numbering*. The app documents will be registered into the selected folder. Then, they appear in the Document categorization workspace.
  • Restrict registration. Select the appropriate restriction setting option
    • No restrictions. All users who have access to the app can register a document. Registration is accomplished by the Register document button on the app item view form. This setting is set by default.
    • In processes only. The document is registered during the course of a business process. Place the Document registration activity on the business process diagram and configure it. A task with a document registration form will be assigned to the executor specified in the swimlane where the activity is located.
    • The specified employees and business process participants. Select the User Group, Org chart item or the specific user who will be able to register a document from the app item view form. Participants in business processes can also register the document. If the executor's swimlane on the business process diagram contains the the Document registration activity, the access rights to register the document are granted to him or her.

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