Document records in Document Management maintain document files for both editing and viewing. All document records created in Document Management must be attached to a document type. These document records stored in Document Management are based upon the document type template. These templates contain properties inherited by a document based on the type. This provides consistency across documents and avoids unnecessarily entering the same information.
Any number of document types can be created. However, document records can only be attached to one type. It is recommended that you sort documents into groups according to their common properties and create one document type for each group. In the future, each time a document from that group is created and based on its respective type, it will contain the same properties as other documents within the group.
Properties inherited from the document type can be configured in the document record. Therefore, it is not necessary to create document types that must exactly match the needs of the document.
Document Type Policies can enforce:
Transfers from the Document Type
Additional information not transferred from the document type to the new document including:
Additional policies specified within Document Type that can be enforced:
NOTE: If needed, all documents from one document type can be migrated to another type and even be given the same numbering scheme as the documents under that new type. Or, if preferred, you can keep the old numbering for the documents that were migrated over. For additional information, see Replace Document Type in the SmartSolve Utilities Help System.
Document Setup Planning – Document Type Workflow
Before configuring documents in the system, determine your document workflow for a specific type of document and how it may be maintained in Document Management. This is an example of a common document type set up and managed in Document Management. This is used by customers who have a centralized system for managing their documents where Document Control owns document and change records (authors modify files only using change records).
Example Document Type called SOP
User Rights
The following rights must be assigned to a user for that user to manage or view document types:
Rights | Description |
---|---|
SDT_CREATE |
Allows an administrator to create a Document Type record. |
SDT_DELETE |
Allows an administrator to delete a Document Type record. |
SDT_MANAGE |
Allows an administrator to modify and manage existing document types. |
SDT_SUPERVISOR |
Allows an administrator to change the Administrator role in document type. |
SDT_VIEW |
Allows a user to view document types. |
DCT_VIEW |
Allows a user to access, view, and select document categories. |
DAT_VIEW |
Allows a user to access, view, and select attributes. |
ATN_VIEW |
Allows a user to access, view, and select numbering schemes. |
ROL_VIEW |
Allows a user to access, view, and select an owner role. |
ACT_VIEW |
Allows a user to access, view, and select an owner. |
DRM_VIEW |
Allows a user to access, view, and select document review models. |
GRP_VIEW |
Allows a user to access, view, and select a review group. |
NOTE: See Rights Groups for more information on assigning rights groups to users.
See Also
Viewing the Document Type Detail Record
Changing the Administrator Role in a Document Type
Applying Document Type Security
Configuring Document Type to Keep a Copy of Every Build
Configuring the Secondary Format
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