Enter the name of the document type.

Enter a description of the document type.

Enter or zoom to select an Administrator Role for this document type. Only actors under this role can edit this document type- all others can view only. The administrator role is assigned when the document type is created and can be changed only by accessing the Action menu in the Document Type Detail screen (it is not visible when you edit). The Document Type Manage and Document Type Supervisor rights are required to perform this function. Only actors who have this role in the system can manage (modify) the document type properties assigned in the system. As company policies and document requirements change throughout a company, the Administrator Role will allow only appropriate users to be able to modify the document type (approval policies, training requirements, etc.). Typically it is the Document Control Group who owns document types or possibly a designated system administrator. For additional information on configuration, see Roles.

Select the security that will be used for document records belonging to this type, if applicable.

• None – Security is not applied which means the document can be viewed and edited by all users.
• Manage – Security is applied for editing only (by roles) which means that anyone can view the document.
• Manage & View – Security is applied for both editing and viewing document by role.

For additional information on configuration, see Applying Document Type Security.

Check this checkbox to stop any users with rights from being able to view or manage documents that are in INWORKS status.

Check this checkbox to keep any users with rights from being able to view or manage documents that are in Expired status.

Enter the master copy location of each master copy kept under this document type.

Click the drop down arrow and select the secondary format option to be used.

• Disabled - Secondary format will not be used.
• Enabled - Secondary format will be used, but the secondary file must be created manually by the author prior to checking the document into the system.
• Auto Sync - secondary format will automatically be created by the system in .pdf format.

For additional information on configuration, see Configuring Secondary Format.

This option is enabled at the document level only if you are keeping a copy of every build. While a document is INWORKS and going through a review process, the system can keep copies of previous builds of your document so that you can track all of the changes made to the document prior to its release. You must enable this build option in the Document Type entry window in order for this to work. However, before setting this up you must first determine if draft copies will be maintained within the document or change records during the document's review. Available options include:

• Never - A copy of the checked in document is not retained (system default).
• Until Prerelease - All draft copies are kept and automatically deleted when the document reaches PRERELEASED status, after which the draft copies are no longer available in the audit trail.
• Always - Draft copies are never deleted.

Zoom to select the appropriate document numbering scheme to be used for documents of this type. For additional information on configuration, see Numbering Schemes.

Check this checkbox if you want to require the numbering scheme selected above for documents of this type.

Zoom to select a Document Owner Role for documents of this type. If an owner is not entered, the actor logged into the system when the document is created automatically becomes the owner of the document. For additional information on configuration, see Roles.

Zoom to select a Document Owner for documents of this type. If an owner is not entered, the actor logged into the system when the document is created automatically becomes the owner of the document. For additional information on configuration, see Users.

Check this checkbox if document categories that are established at this document type will transfer into each document created.

Check this checkbox to allow the system to keep previous copies of rejected documents prior to releasing the document after approval. If it is rejected, the build changes and a copy is stored in the database. If Secondary Format is enabled for these documents, then the copy is created in PDF. If Secondary Format is not enabled, then the copy is stored using the primary file type, such as Word. A history of document builds is accessed through the Content History tab in the Document History of the Document record.

The grace period is sometimes referred to as the training period for a document record that has been approved and is now ready for release. Enter a numeric value in the field and then click the drop down arrow to select and specify the length of time after the document becomes PRERELEASED that it will remain PRERELEASED. When the effective date is met, the document will automatically change to CURRENT.

NOTE: The system can be configured to allow the document owner to override this functionality within each document by entering their own effective date on the document.

Enter a numeric value in this field to specify the length of time after the document is EXPIRED. This function is used to notify the user that the document has expired so that the user will know to access the system and delete the expired record.

If this checkbox is checked, then multiple INWORKS copies of the same document can exist. If this checkbox is cleared, then only one INWORKS copy of the document cannot exist.

This option is useful for customers who do not need to have multiple INWORKS revisions of documents. As most customers do not like to delete records from the system, which results in gaps between revisions, enabling this option would not be recommended. Otherwise, you will have to justify why some of your documents have a status of INWORKS.

If this checkbox is checked, then a previous revision of a document is automatically expired when a new document becomes current. The previous revision’s expiration date is updated to the date the new revision is made CURRENT and the previous revision’s Auto Expire checkbox is checked. If this checkbox is cleared, then the previous revision of a document record changes to REVISED status when a new revisions is made CURRENT.

NOTE: This option should only be disabled if you want to have multiple CURRENT documents in your system, which is not recommended for regulatory reasons.

If this checkbox is checked, then the document changes to EXPIRED status automatically when the document’s expiration date has been met. If this checkbox is cleared, then the document must be reviewed for closure to expire it when a new revision of the document is created and the document type’s Automatically Expire Previous Revision checkbox is checked.

Review models contain types of reviews that occur within a document’s life cycle and are the driving force behind standardizing your document workflow. Click the drop down arrow and select the review model to be assigned to documents of this document type. For additional information on configuration, see Document Review Models.

NOTE: It is recommended that review models be specified in the document type. If not, your document owner must manually attach reviews to every document record created in order to get the document to change status.

Review groups contain a list of predefined actors who may be responsible for approving document records of a certain document type. If a review group is not attached to a document type, then the responsibility of assigning reviewers is delegated to the document owner. If standard approvals are required for particular document types, assigning review groups at the document type level avoids your document owner having to always add approvers every time a new document or revision is created.

Multiple review groups can be attached to a document type through the policies folder within the Document Type record. This configuration would take place if many different business units share the same document types.

For additional information on configuration, see Groups.

This setting is used for a custom document. If this setting is enabled, then when the user sets up custom document properties for the primary document, those custom document properties are used when the secondary PDF document is generated.

Zoom to select a Change Request Role for documents of this type. If an owner is not entered, the actor logged into the system when the change request is created automatically becomes the owner of the request. For additional information on configuration, see Roles.

Check this checkbox to allow the system to use the document owner as the owner of the request.

Zoom to select a request owner for change requests to documents of this type. If an owner is not entered, the actor logged into the system when the request is created automatically becomes the owner of the change request. For additional information on configuration, see Users.

Zoom to select the numbering scheme that will be used for change requests for documents of this document type. For additional information on configuration, see Numbering Schemes.

Check this checkbox to add another document type.