General section

Document Group

Select a document type group to link this document type to that group.

Categories

Select the default document category for this type of documents. When you are creating documents of this type, the category selected will automatically be filled in the Category field, but this can always be changed.

Note: You can only see this in the Classic mode for document structure. For more information, see Document Structure in Classic Mode.

ID

The document type ID is automatically entered by the system when you click Save.

Active

Select or clear this check box to activate or deactivate this document type. Deactivated document type cannot be used to create new documents but existing documents of this type are not affected.

Note: If the System: Type check box is selected at the More properties tab, you cannot edit this setting as this document type is a default document type and cannot be deactivated.

Description

Type the text as the description of this document type. This information is mandatory.

Manual entry

Select one of the following options to allow or not allow you to create documents of this type manually:

• Allowed — Select this to allow documents of this type to be created manually and allow documents to be automatically generated via the background job.
• Blocked — Select this if you do not want to allow documents of this type to be created manually, but documents can still be automatically generated via the background job. Documents that are blocked cannot be searched using the quick or advanced search.
• Hidden — Select this if you do not want to allow documents of this type to be created manually, but documents can still be automatically generated via the background job. Documents that are hidden can be searched using the quick or advanced search.

Policy

Select a document that describes the policy for documents of this type.

Layout

Type or select a document layout to be set as the layout of documents of this type.

Manager

Type or select a resource to assign responsibility of the document type to this resource.

Attachment

Select this check box to allow users to attach a file to a document of this type.

Creator section

Security level

Select a security level or type a security level number to allow only document creator with the security level clearance above this security level to create a document of this type. This setting overrides the Security level setting in the subcategory of documents of this type. Changes here do not affect existing documents of this type.

System: Generate

Select this check box to allow the system to use this document type to generate documents.

Role and Level

Type or select up to three roles and select the corresponding role levels to enable document creators assigned with these roles and the corresponding role levels to create documents of this type regardless of the security level clearance of the document creator.

Division

Select one of the following options to enable or disable the Division field in the properties of documents of this type:

• No (Not used) — Select this to disable the Division field.
• Yes (Optional) — Select this to enable the Division field and allow the linking of a document of this type to a division.
• Yes (Mandatory) — Select this to enable the Division field and make it mandatory to link a document of this type to a division.

Account section

Use

Select one of the following options to enable or disable the Account field in the properties of documents of this type:

• No (Not used) — Select this to disable the Account field.
• Yes (Optional) — Select this to enable the Account field and allow the linking of a document of this type to an assortment.
• Yes (Mandatory) — Select this to enable the Account field and make it mandatory to link a document of this type to an assortment.

Note: To enable proper functioning of the Default: Security level setting in the Document section when the default security level is set to Customers (Specific) or Resellers (Specific), this field must be set to Yes (Optional) or Yes (Mandatory). If the default security level is Customers (Specific) or Resellers (Specific) and Default: Edit of the Document section is not selected, you must select Yes (Mandatory) for this field.

Type

Select an account type to allow linking only an account of this type to a document of this type. Depending on the following Default: Security level setting of the Document section, select the relevant account type:

• Customers (Specific) — Select only Customer as an allowed account type for this field.
• Resellers (Specific) — Select only Reseller or Supplier as an allowed account type for this field.

This field is ignored if Use of the Account section is No (Not used).

Selection

Type a partial SQL statement as shown in the example below this field to allow selecting and linking only an account matching this SQL statement to a document of this type. To check the results of this filter, click Show next to this field. This field is ignored if Use of the Account section is No (Not used).

Label

Type a custom label for the Account field in the properties of this type of document. Leave this field blank to use the default field label.

Assortment section

Use

Select one of the following options to enable or disable the Assortment field in the properties of documents of this type:

• No (Not used) — Select this to disable the Assortment field.
• Yes (Optional) — Select this to enable the Assortment field and allow the linking of a document of this type to an assortment.
• Yes (Mandatory) — Select this to enable the Assortment field and make it mandatory to link a document of this type to an assortment.

Default

Select an assortment to link a document of this type to this assortment by default. The user can change the default assortment defined in the Assortment field of the document properties when creating or modifying a document of this type. This field is ignored if Use of Assortment is No (Not used).

Financial section

Use

Select one of the following options to enable or disable the Transaction field in the properties of documents of this type:

• No (Not used) — Select this to disable the Transaction field.
• Yes (Optional) — Select this to enable the Transaction field and allow the linking of a document of this type to a transaction.
• Yes (Mandatory) — Select this to enable the Transaction field and make it mandatory to link a document of this type to a transaction.

This setting is useful for a document type where the documents are used to add information or as reference to a financial transaction recorded in the system.

Items section

Use

Select one of the following options to enable or disable the Item field in the properties of documents of this type:

• No (Not used) — Select this to disable the Item field.
• Yes (Optional) — Select this to enable the Item field and allow linking an item to a document.
• Yes (Mandatory) — Select this to enable the Item field and make it mandatory to link an item to a document.

Status

Select Active or Active + Future to allow only an item of this status to be linked to a document of this type. Leave this field blank to allow linking an item of any status to this type of document. This field is ignored if Use of the Items section is No (Not used).

Default

Type or select an item to set this item as the default item linked to a document of this type. The user can change the default linked item defined in the Item field of the document properties when creating or modifying a document of this type. This field is ignored if Use of Items is No (Not used).

Serial number

Select one of the following options to enable or disable the Serial number field in the properties of documents of this type:

• No (Not used) — Select this to disable the Serial number field.
• Yes (Optional) — Select this to enable the Serial number field and allow the linking of a serial item to a document.
• Yes (Mandatory) — Select this to enable the Serial number field and make it mandatory to link a serial item to a document.

Note: In order to enable linking a serial item to a document of this type, the Use field of the Items section must also be configured to enable linking an item to a document. If Serial number is set to Yes (Mandatory), you should also set Use of the Items section to Yes (Mandatory) to allow proper functionality.

Selection

Type a partial SQL statement as shown in the example below this field to allow only an item matching this SQL statement to be selected and linked to a document of this type. To check the results of this filter, click Show next to this field. This field is ignored if Use of the Items section is No (Not used).

Label

Type a custom label for the Item field in the properties of this type of document. Leave this field blank to use the default field label.

Opportunity section

Use

Select one of the following options to enable or disable the Opportunity field in the properties of documents of this type:

• No (Not used) — Select this to disable the Opportunity field.
• Yes (Optional) — Select this to enable the Opportunity field and allow the linking of a document of this type to an opportunity.
• Yes (Mandatory) — Select this to enable the Opportunity field and make it mandatory to link a document of this type to an opportunity.

Note: In order to enable linking an opportunity to a document of this type, the Use field of the Account section must also be configured to enable linking an account to a document. If Use is set to Yes (Mandatory), you should also set Use of the Account section to Yes (Mandatory) to allow proper functionality.

Default

Type or select an opportunity to link a document of this type to this opportunity by default. The user can change the default opportunity defined in the Opportunity field of the document properties when creating or modifying a document of this type. This field is ignored if Use of the Opportunity section is No (Not used).

Selection

Type a partial SQL statement as shown in the example below this field to allow a document of this type to be linked only to an opportunity matching this SQL statement. To check the results of this filter, click Show next to this field. This field is ignored if Use of the Opportunity section is No (Not used).

Project section

Use

Select one of the following options to enable or disable the Project field in the properties of documents of this type:

• No (Not used) — Select this to disable the Project field.
• Yes (Optional) — Select this to enable the Project field and allow the linking of a document of this type to a project.
• Yes (Mandatory) — Select this to enable the Project field and make it mandatory to link a document of this type to a project.

Note: To enable proper functioning of the Default: Security level setting in the Document section when the default security level is set to Project (Specific), this field must be set to Yes (Optional) or Yes (Mandatory). If the default security level is Project (Specific) and Default: Edit of the Document section is not selected, you must select Yes (Mandatory) for this field.

Default

Type or select a project to link a document of this type to this project by default. The user can change the default project defined in the Project field of the document properties when creating or modifying a document of this type. This field is ignored if Use of the Project section is No (Not used).

Selection

Type a partial SQL statement as shown in the example below this field to allow a document of this type to be linked only to a project matching this SQL statement. To check the results of this filter, click Show next to this field. This field is ignored if Use of the Project section is No (Not used).

Resource section

Use

Select one of the following options to enable or disable the Resource field in the properties of documents of this type:

• No (Not used) — Select this to disable the Resource field.
• Yes (Optional) — Select this to enable the Resource field and allow the linking of a document of this type to a resource.
• Yes (Mandatory) — Select this to enable the Resource field and make it mandatory to link a document of this type to a resource.

Note: To enable proper functioning of the Default: Security level setting in the Document section when the default security level is set to Resource (Specific), this field must be set to Yes (Optional) or Yes (Mandatory). If the default security level is Resource (Specific) and Default: Edit of the Document section is not selected, you must select Yes (Mandatory) for this field.

Type

Select a resource type to allow a document of this type to be linked to only this type of resource. Leave this field blank to allow linking a document of this type to any resource type. This field is ignored if Use of the Resource section is No (Not used).

Status

Select Active or Active + Hired to allow linking a document of this type only to a resource of this status. Leave this field blank to allow linking a document of this type to a resource of any status. This field is ignored if Use of the Resource section is No (Not used).

Selection

Type a partial SQL statement as shown in the example below this field to allow a document of this type to be linked only to a resource matching this SQL statement. To check the results of this filter, click Show next to this field. This field is ignored if Use of the Resource section is No (Not used).

Label

Type a custom label for the Resource field in the properties of this type of document. Leave this field blank to use the default field label.

Publish

Select this check box to enable the Publish field in the properties of documents of this type.

Rating

Select this check box to enable the document rating when a document of this type is viewed.

Statistics

Select this check box to include documents of this type in the document statistics reports accessible from the Statistics section of the Reports tab of the Documents module. This setting is useful for excluding certain types of auto-generated documents from the statistics.

Approve section

Use

Select this check box in order to require approval for documents of this type. Changes here do not affect existing documents of this type unless the documents are modified. By default, the following approval logic is applied:

• Resources with the roles added in the Roles section will have the rights to approve the corresponding documents.
• If you do not add any role in the Roles section or there are no resources with the added roles, the corresponding documents will require approval from resources with Document approver roles.
• If you clear this check box, and save the corresponding document with security level “0”, “1”, and “2”, approval will be automatically required from resources with Document approver role.

Use secure approval

Select this check box in order to require the approver to fill in a valid user name and password before documents of this type can be approved.

Note: This is available only if you have selected the FDA (Security) check box in the Security section at Documents/Setup/Maintenance/Settings. For more information, see Setting Up Documents.

 Roles section

Note: This section is available only when you save a document type.

Add

Click this to add a role that will give the corresponding resources the rights to approve the corresponding documents. You can add multiple roles per document type but you can only link a single role level, and reference point per document type. However, the roles are applicable only if you select the Use check box in the Approve section. For more information, see the description for the Use check box, in the Approve section and Adding Approver Roles to Document Types.

Role

This column displays the descriptions of the roles that have been added to the document type. Click the hyperlink to view or modify the corresponding roles. For more information see, Adding Approver Roles to Document Types.

Role level

This column displays the levels of the corresponding roles.

Reference Point

This column displays the reference points of the corresponding roles.

Allow scripting

Scripts such as Java or VB script are used to create special effects or formatting to the documents. Select this check box to allow scripting to be used in the corresponding documents, which the scripts to be saved into the HTML codes of the documents. Clearing the check box will remove all scripts from the documents once saved. By default, the check box is cleared.

Edit rights section

In this section, you can limit the rights to edit documents to resources from specific groups at document type level. By default, the editing rights defined at document level will precede the editing rights defined at document type level. All document creators and owners can edit the document even though the individual security level is lower than the security level of the document, unless the document is blocked for editing through versioning. The resources from the specific groups will only obtain the editing rights if the individual security level is equal to or higher than the security level of the document.

Note: Only the shared field is available for Classic mode for document structure. For more information, see Document Structure in Classic Mode.

Edit

Select the modification options for documents of this type. The options are:

• Yes — Documents of this type can be modified by the document creator, owners, and approvers. Selecting this option will enable the Owner check box in the Check in / Check out section. Otherwise, the check box will be disabled.
• No — Documents of this type cannot be modified by anyone except the document administrator if the document is in Approved status. The document can still be modified in Draft, Open, or Rejected status.
• No, only creator — Documents of this type can be modified only by the document creator once the document is in Approved status.
• No, only approver — Documents of this type can be modified only by the document approver once the document is in Approved status. To use this option, the Use check box of Approve section must be selected.

Note: Edit: Rights and View: Rights will only be available while creating a document if you have selected Yes in this field and the Owner check box in the Check in / Check out section is selected.

Rights

Select one of the following to give editing rights to the corresponding resources:

• Creator/Owner — Select this to give editing rights only to the creator and owner selected at Owner. Once selected, the Owner field will be displayed.
• Division – Document — Select this to give editing rights to the resources under the division selected at Division in the corresponding document.
• Division – Creator — Select this to give editing rights to all resources under the same division as the document creator.
• Role — Select this to give editing rights to the resources with the role selected at Role. Once selected, the Role field will be displayed.
• Cost center — Select this to give editing rights to all resources under the cost center selected at Cost center. Once selected, the Cost center field will be displayed.
• Cost center group — Select this to give editing rights to all resources under the cost center group selected at Cost center group. Once selected, the Cost center group field will be displayed.
• Project – Member — Select this to give editing rights to the members of the project selected at Project in the corresponding document.

Owner

Type or select a resource to define this resource as the owner of the corresponding document.

Note: This field will only be displayed if you select Creator/Owner at Rights.

Role

Type or select a role to give editing rights to resources with this role. Once selected, the Role level field will be displayed.

Note: This field will only be displayed if you select Role at Rights.

Role level

Select one of the following options to give editing rights to resources with the role selected at Role and the following role level:

• Corporate — Select this to give editing rights to resources at corporate level.
• Group — Select this to give editing rights to resources at group level. Once selected, the Reference point field will be displayed.
• Division — Select this to give editing rights to resources at division level. Once selected, the Reference point field will be displayed.

Note: This field will only be displayed once you select a role at Role.

Reference point

Select one of the following options to give editing rights to resources with the role selected at Role and linked to the following reference point:

• Account — Select this to give editing rights to resources who are linked to the account defined in the corresponding documents.
• Creator — Select this to give editing rights to the creator of the corresponding documents.
• Item — Select this to give editing rights to resources who are linked to the item defined in the corresponding documents.
• Project — Select this to give editing rights to resources who are members of the project defined in the corresponding documents.
• Resource — Select this to give editing rights to resources defined in the corresponding documents.
• Serial number — Select this to give editing rights to resources who are linked to the serial number defined in the corresponding documents.

Note: This field is available only if you select Group or Division at Role level.

Cost center

Type or select a cost center to give editing rights to resources from this cost center.

Note: This field will only be displayed if you select Cost center at Rights.

Cost center group

Type or select a cost center group to give editing rights to resources from this cost center group.

Note: This will only be displayed if you select Cost center group at Rights.

View rights section

In this section, you can limit the rights to view documents to resources from specific groups at document type level. By default, the viewing rights defined at document level will precede the editing rights defined at document type level. All document creators and owners can view the document even though the individual security level is lower than the security level of the document. The resources from the specific groups will only obtain the viewing rights if the individual security level is equal to or higher than the security level of the document.

Note: This section is not available for Classic mode for document structure. For more information, see Document Structure in Classic Mode.

Rights

Select one of the following options to give viewing rights to the corresponding resources:-

• Division – Document — Select this to give viewing rights to the resources from the division selected at Division in the corresponding document.
• Division – Creator — Select this to give viewing rights to all resources under the same division as the document creator.
• Role — Select this to give viewing rights to the resources with the role selected at Role. Once selected, the Role field will be displayed.
• Cost center — Select this to give viewing rights to all resources under the cost center selected at Cost center. Once selected, the Cost center field will be displayed.
• Cost center group — Select this to give viewing rights to all resources under the cost center group selected Cost center group. Once selected, the Cost center group field will be displayed.

Role

Type or select a role to give viewing rights to resources with this role.

Note: This field will only be displayed if you select Role at Rights.

Role level

Select one of the following options to give viewing rights to resources with the role selected at Role and the following role level:

• Corporate — Select this to give viewing rights to resources at corporate level.
• Group — Select this to give viewing rights to resources at group level. Once selected, the Reference point field will be displayed.
• Division — Select this to give viewing rights to resources at division level. Once selected, the Reference point field will be displayed.

Note: This field will only be displayed once you select a role at Role.

Reference point

Select one of the following options to give viewing rights to resources with the role selected at Role and linked to the following reference point:

• Account — Select this to give viewing rights to resources who are linked to the account defined in the corresponding documents.
• Creator — Select this to give viewing rights to the creator of the corresponding documents.
• Item — Select this to give viewing rights to resources who are linked to the item defined in the corresponding documents.
• Project — Select this to give viewing rights to resources who are members of the project defined in the corresponding documents.
• Resource — Select this to give viewing rights to resources defined in the corresponding documents.
• Serial number — Select this to give viewing rights to resources who are linked to the serial number defined in the corresponding documents.

Note: This field is available only if you select Group or Division at Role level.

Cost center

Type or select a cost center to give viewing rights to resources from this cost center.

Note: This field will only be displayed if you select Cost center at Rights.

Cost center group

Type or select a cost center group to give viewing rights to resources from this cost center group.

Note: This field will only be displayed if you select Cost center group at Rights.

Security level section

In this section, you can define the security level or a range of security levels allowed for the corresponding documents. By default, the security levels defined at document type level will precede the security levels defined at document level. As such, attempting to save a document with a security level out of the levels defined at document type level will prompt an error message.

Note: The Security from, Security to, and Show edit information are not available for Classic mode for document structure. For more information, see Document Structure in Classic Mode.

Security level

Select one of the following security levels or type one of the following numbers to allow the corresponding documents to be saved with the same security level or higher. The lowest security level is “0” and the highest is “101”:

• All or “0” — Selecting All will display “0” in the next box and vice versa. This option allows documents to be saved at this level and hence, can be viewed by everyone.
• Customers or “1” — Selecting Customers will display “1” in the next box and vice versa. This option allows documents to be saved at this level or higher and hence, can be viewed by all customers. However, if you do not add any role or there are no resources with the added roles, by default the corresponding documents will require approval from resources with Document approver roles.
• Partners or “2” — Selecting Partners will display “2” in the next box and vice versa. This option allows documents to be saved at this level or higher and hence, can be viewed by all partners.
• Customers (Specific) or “3” — Selecting Customers will display “3” in the next box and vice versa. This option allows documents to be saved at this level or higher and hence, can be viewed by the specific customers and the corresponding resellers only.
• Partners (Specific) or “4” — Selecting Partners will display “4” in the next box and vice versa. This option allows documents to be saved at this level or higher and hence, can be viewed by the partners of the corresponding customers only.
• Internal or “10-99” — Selecting Internal will display “10” in the next box and vice versa. For this security level, you can type from “10” to “99”. This option allows documents to be saved at this level or higher and hence, can be viewed by internal resources with the same security level or higher. By default, this option is displayed.
• Resource (Specific) or “100” — Selecting Resource (Specific) will display “100” in the next box and vice versa. This option allows documents to be saved at this level or higher and hence, can be viewed by resources linked to the document, the direct manager of the resources, and HR resources with the appropriate roles.
• Project (Specific) or “101” — Selecting Project (Specific) will display “101” in the next box and vice versa. This option allows documents to be saved at this level or higher and can be viewed by the members of the corresponding project.

Note: This field will be displayed only when you clear the Edit check box.

Security level: From

Select one of the security levels or type one of the numbers to allow the corresponding documents to be saved with the security level between this and the security level defined at Security level: To, and viewed by the corresponding resources. For more information on the options, see Security level.

Note: This field will be displayed only when you select the Edit check box.

Security level: To

Select one of the security levels or type one of the numbers to allow the corresponding documents to be saved with the security level between the security level defined at Security level: From and this, and viewed by the corresponding resources. For more information on the options, see Security level.

Note: This field will be displayed only when you select the Edit check box.

Edit    

Select this check box to enable a range of security levels to be defined. Once selected, the Security level: From and Security level: To fields will be displayed. This allows the corresponding documents to be saved with the security level between the security levels defined at Security level: From and Security level: To. Clear this check box to define only the minimum security level, which allows the corresponding documents to be saved with the security level defined at Security level.

Show edit information

Select this check box to display the Who can view and Who can edit sections in the corresponding new and edit modes of the document functionality to document owners.

Note: You can only see this in the Classic mode for document structure. For more information, see Document Structure in Classic Mode.

Check in / Check out section

Owner

Select this check box to enable the assignment of document ownership rights for documents of this type. The ownership rights can be assigned by clicking  Definition while editing or viewing a document. This field is enabled only if you have Function rights 443 - Document administrator - Corporate level.

Note: By default, documents created not using document types can be assigned ownership rights. This setting overrides this default document behavior. For an existing document type where this check box is selected, the effects of clearing this check box are:

• Existing documents retain the last assigned ownership rights. The user cannot change the Rights setting of the document but can transfer the ownership to another owner under the same Rights type.
• Ownership of a new document of this type is assigned to the document creator.
• This is enabled only if you select Yes at Edit, in the Edit rights section.
• Once selected, the edit rights and view rights related fields in the new and edit modes of document and document attributes functionality will be displayed. For more information, see Creating and Modifying Documents and Modifying Document Attributes.

Check in / Check out

Select this check box to enable the Check in / Check out functionality for documents. When Check in / Check out is enabled, documents of this type can only be modified by one person at a time for multi-owner documents. When one of the document owners saves a document, the document is considered as checked out. The same owner who has checked out the document must click Check In in the document editor or viewer before other owners of the document can modify the document. A document administrator can check in any document regardless of checked out status or document ownership. To use this option, the Owner check box must be selected.

Note: If you clear this check box while configuring an existing document type where Check in / Check out is currently enabled, the system will ask you if you want to check in all documents that are checked out. If you click No, the check box remains selected.

Number of days for check-out

Type an integer to specify the number of days that the document of this type can be checked out. After the document has been checked out for the defined period of time, a request will be created via a background job and sent to the resource who checked out the document to notify the resource to check in the document. If the resource is in an Inactive status, the request will be sent to the resource with the Documents administrator role. By default, “0” is filled in. This indicates that there is no limit to the amount of time that a document can be checked out, thus, no request will be sent out.

Archiving section

Scheduled for archiving

Type an integer from 1 to 999 to define the default number of days after the document is created, last modified, or last read before it is automatically set to the Archived status via a background job. By default, “0” is filled in. This indicates that the document will not be archived automatically. Next to it, you can select one of the options to specify the criterion:

• After creation — Select this to set the document and other documents created within the same thread (by clicking the Reply button) to the Archived status when the defined number of days after it was created is reached.
• Last modified — Select this to set the document and other documents created within the same thread (by clicking the Reply button) to the Archived status when the defined number of days after it was last modified is reached.
• Last read — Select this to set the document and other documents created within the same thread (by clicking the Reply button) to the Archived status when the defined number of days after it was last read is reached. If you have selected this option, you need to defined the number of days at Document (Read) at System/Setup/Settings - Database/Log: Truncate.

See the following table on the explanation on when the documents will be automatically archived if you have selected Last read:

Document (Read)	Scheduled for archiving	Read	Automatically archived?
60 days	50 days	55 days
60 days	50 days	49 days
60 days	50 days	Not read	if the number of days the document has been created is = or > the number of days defined at Scheduled for archiving.
			if the number of days the document has been created is < the number of days defined at Scheduled for archiving.
60 days	50 days	-	Never
60 days	50 days	-	Never

Note: This is applicable only to documents that have been approved and not checked out. A request will be sent to the document creator and owner (who are not in an Inactive status) the moment the document is archived.

Document section

Delete

Select the deletion options for documents of this type. The options are:

• Yes — Documents of this type can be deleted by the document creator, owners, and approvers.
• No — Documents of this type cannot be deleted by anyone except the document administrator if the document is in Approved status. The document can still be modified in Draft, Open, or Rejected status.
• No, only creator — Documents of this type can be deleted only by the document creator once the document is in Approved status.
• No, only approver — Documents of this type can be deleted only by the document approver once the document is in Approved status. To use this option, the Use check box of Approve section must be selected.

System: Type

This check box is automatically selected by the system for the default document types. You cannot edit this setting. For more information on default document types, see Overview of Document Types.

Replies

Select the Use check box to enable readers of a document to provide feedback to the document by pressing the Reply button. Existing replies to the document (if available) can then be read by pressing the Replies button when the document is viewed.

Note: The Reply and Replies buttons are available when viewing documents only if this check box is selected. A reply document will get the title “Re:[doctitle]” and will inherit the security level of the same subcategory by default.

Scheduled for deletion

Type an integer from 1 to 9999999999 to set the default number of days before a document of this type is automatically deleted from the system by a background job. This is mandatory. If you do not want to set an automatic deletion date, type “0” in this box.

Note: A new document of this type will have a default Deletion date value when created based on the number of days entered here. However, you can always change the default Deletion date value in the document of this type. Changes here do not affect existing documents of this type.

Language

Select one of the following options to enable or disable the Language field in the properties of documents of this type:

• No (Not used) — Select this to disable the Language field.
• Yes (Optional) — Select this to enable the Language field and allow the linking of a document of this type to a language.
• Yes (Mandatory) — Select this to enable the Language field and make it mandatory to link a document of this type to a language.

Full-text index

Select the check box so that all words in the documents of this type are indexed when created. As a result, documents can be easily found provided that the ExactFullText-backgroundjob is configured correctly. Clear this check box if indexing is not required for documents of this type.

Corporate tags

This displays the corporate tags that have been added for this document type.

Add

Type an unlimited amount of corporate tags, which can then be linked to documents. The administrator can add multiple corporate tags at the same time and the corporate tags must be separated with commas. You cannot modify or delete existing corporate tags that are linked to documents.

Note: You can type up to a maximum of 100 characters for each tag.

Tagging

Select this check box to allow tags to be added to the selected document type.

Note: If you have not selected this check box for the document type, tags will not be supported for the document type.

Versions section

Versions

Select this check box to enable document version management for documents of this type. This is enabled only if you have Function rights 443 - Document Administrator - Corporate level.

Note: For an existing document type where this check box is selected, the system will ask whether you want to delete inactive versions of documents of this type when you clear this check box. Click Yes to keep only active document versions and stop using document version management or click No to maintain all document versions and keep using document version management for documents of this type.

Format

Select the format of the document version numbering for documents of this type. The options available are User-defined, Major, and Major & Minor. Select None if you do not want to use the versioning functionality and the Versions check box will be cleared.

Documents created when using the Major format have versions 1, 2, 3, and so on.

Documents created when using the Major & Minor format have versions 1, 1.1, 1.2, and so on. To create new major versions of the document, such as 2, 3, and so on, click the Copy hyperlink which is available under the Actions column when viewing the versions of the document. For more information, see Viewing Versions of Documents Listing. 

Note: This is enabled only if you have selected the Versions check box. Once a format is defined and saved, it can be changed. Depending on the previous and new format selected, the version numbers of existing documents will or will not be renumbered. For more information, see Renumbering of Versions for Existing Documents when Version Format Changes.

Number of major versions allowed

Type an integer to specify the number of major versions that can be created and saved for a document of this type. You can set a maximum of “999” major versions to be available in the system. By default, “0” is filled in. This indicates that there is no limit to the number of major versions that is allowed to be created and saved for a document. If the major versions created exceeded the number defined, the oldest version available will be archived or deleted, depending on the option selected at Old major version.

Note: This is enabled only if you have selected Major or Major & Minor at Format.

Old major version

Select Archive or Delete to specify whether the older major version of a document is to be archived or deleted once a document has reached the maximum limit of the number of major versions allowed to be created and saved. For example, if “2” is defined at Number of major versions allowed, creating a third version of the document will have the first version (and its minor versions, if any) archived or the first version of the document (and its minor versions, if any) deleted.

Note: This is enabled only if you have selected Major or Major & Minor at Format.