Creating and modifying document types

Close

Click this to exit.

Save

Click this to save the document type configuration.

Save + New

Click this to save the document type configuration and create another document type. This button is available only if you are creating a document type.

Note: This is available only if you are creating a document type.

Copy

Click this to copy the selected document type with its settings to a new document type.

Note: This is available only if you are modifying an existing document type.

Delete

Click this to delete the document type. You will not be able to delete a document type if there are documents of this type in the system. If you want to delete all documents of this type, you can use the Process function in Modules ? Documents ? Setup ? Maintenance ? Process. Once there are no documents of this type in the system, you can proceed to delete the document type.

Note: This is available only if you are modifying an existing document type. However, it will not be available if the System: Type check box is selected (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types, click on a document type, and then click the More properties tab).

The Documents: Type screen is divided into the following tabs. Click the links below to view the contents for the respective tabs.

• General tab
• Synergy links tab
• Publish tab
• Share tab
• More properties tab

General tab

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 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.

Back office

Select this check box to enable the synchronization of documents (that are linked to this document type) between Exact Synergy Enterprise (ESE) and Exact Globe Next (EGN) using Exact Integrator with Exact Lightweight Integration Server. Due to the differences between the document types in ESE and EGN, only the following fields will be synchronized:

• Person
• Project
• Account
• Security level
• Expiry days
• Item
• Serial number

For the other fields, the values will remain the same after the synchronization process.

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 option to allow documents of this type to be created manually and allow documents to be automatically generated via the background job.
• Blocked — Select this option 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 option 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 person to assign responsibility of the document type to this person.

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 creators 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. These document types are automatically created during the installation or updating of Exact Synergy Enterprise, and are used in automatic processes, such as the creation of invoice documents from Exact Globe Next.

Note: System-generated documents do not require approval as the generation process is performed automatically. Hence, if this check box is selected, the Use check box in the Approve section under the Publish tab cannot be selected. 

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.

Note: If you are using the classic document structure (with categories), only the Security level setting of the creator will be applied when new documents are created with the Show category option. The Security level and Role and level settings can only be combined with the Show type option.

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Synergy links tab

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 option to disable the Division field.
• Yes (Optional) — Select this option to enable the Division field and allow the linking of a document of this type to a division.
• Yes (Mandatory) — Select this option 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 option to disable the Account field.
• Yes (Optional) — Select this option to enable the Account field and allow the linking of a document of this type to an assortment.
• Yes (Mandatory) — Select this option 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:

• Associate
• Bank
• Customer
• Division
• Employee
• Lead
• Not validated
• Prospect
• Reseller
• Supplier
• Suspect

This field is ignored if No (Not used) is selected at Use under the Account section.

Selection

Type a partial SQL statement, which is used as part of an SQL 'where' clause by the system, to list only accounts matching this statement. Since the SELECT query contains a JOIN of the customer table "cicmpy" (aliased as "c") and the country code table "landcode" (aliased as "l"), you can use either table in your partial SQL statement for the 'where' clause where applicable.

For example, you want to list only accounts in the Netherlands where the country code is "NL". In this case, type either c.cmp_fctry='NL' or l.landcode='NL'. The following is a truncated sample SQL selection statement to illustrate where the partial SQL statement you typed into this box is inserted in the 'where' clause:

SELECT ... FROM ... WHERE ... AND (c.cmp_fctry='NL') ORDER BY ...

Click Show to preview the selection page and the effect of your SQL statement on the selection list.

Note: The preview list displayed when you click Show takes into account only your partial SQL statement regardless of other settings in the document type. The selection page may present a different list in an actual request during run-time as other settings, which may include settings in other request fields, are taken into account.

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 option to disable the Assortment field.
• Yes (Optional) — Select this option to enable the Assortment field and allow the linking of a document of this type to an assortment.
• Yes (Mandatory) — Select this option 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 option to disable the Transaction field.
• Yes (Optional) — Select this option to enable the Transaction field and allow the linking of a document of this type to a transaction.
• Yes (Mandatory) — Select this option 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 option to disable the Item field.
• Yes (Optional) — Select this option to enable the Item field and allow linking an item to a document.
• Yes (Mandatory) — Select this option 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 option to disable the Serial number field.
• Yes (Optional) — Select this option to enable the Serial number field and allow the linking of a serial item to a document.
• Yes (Mandatory) — Select this option 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 (for Items table only) 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 option to disable the Opportunity field.
• Yes (Optional) — Select this option to enable the Opportunity field and allow the linking of a document of this type to an opportunity.
• Yes (Mandatory) — Select this option 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. Since the SELECT statement queries the opportunities table "Opportunities" (aliased as "o"), human resource table "humres" (aliased as "h"), the accounts table "cicmpy" (aliased as "c"), the divisions table "bedryf" (aliased as "b"), the sales cycle table "SalesCycleDefinitions" (aliased as "sc"), and the sources of opportunities table "OpportunitySources" (aliased as "s"), you can use any of the table aliases in your partial SQL statement for the 'where' clause where applicable.

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).

Service contract section

Use

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

• No (Not used) – Select this option to disable the Service contract field.
• Yes (Optional) – Select this option to enable the Service contract field and allow the linking of a document of this type to a service contract.
• Yes (Mandatory) – Select this option to enable the Service contract field and make it mandatory to link a document of this type to a service contract.

Note: In order to enable linking a service contract 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 a service contract to set this service contract as the default service contract linked to a document of this type. The user can change the default linked service contract defined in the Service contract field of the document properties when creating or modifying a document of this type. This field is ignored if Use of Service contract is No (Not used).

Selection

Type a partial SQL statement (for Service contract table only) to allow only a service contract 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 Service contract section is No (Not used).

Service configuration section

Use

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

• No (Not used) – Select this option to disable the Service configuration field.
• Yes (Optional) – Select this option to enable the Service configuration field and allow the linking of a document of this type to a service configuration.
• Yes (Mandatory) – Select this option to enable the Service configuration field and make it mandatory to link a document of this type to a service configuration.

Note: In order to enable linking a service configuration 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 a service configuration to set this service configuration as the default service configuration linked to a document of this type. The user can change the default linked service configuration defined in the Service configuration field of the document properties when creating or modifying a document of this type. This field is ignored if Use of Service configuration is No (Not used).

Selection

Type a partial SQL statement (for Service configuration table only) to allow only a service configuration 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 Service configuration 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 option to disable the Project field.
• Yes (Optional) — Select this option to enable the Project field and allow the linking of a document of this type to a project.
• Yes (Mandatory) — Select this option 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. Since the SELECT statement queries the project table "PRProject" (aliased as "p"), you can use the table alias in your partial SQL statement for the 'where' clause where applicable.

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).

Person section

Use

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

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

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

Type

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

Status

Select Active or Active + Hired to allow linking a document of this type only to a person of this status. Leave this field blank to allow linking a document of this type to a person of any status. This field is ignored if Use of the Person 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 person matching this SQL statement. The SELECT query looks up data in the human resource table "humres" and you can use columns from this table in your partial SQL statement for the 'where' clause where applicable.

To check the results of this filter, click Show next to this field. This field is ignored if Use of the Person section is No (Not used).

Label

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

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Publish tab

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:

• People 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 one with the added roles, the corresponding documents will require approval from people 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 people with Document approver role.

Note: System-generated documents do not require approval as the generation process is performed automatically. Hence, if this check box is selected, the System: Generate check box in the Creator section under the General tab cannot be selected.

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 Modules ? 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 people 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.

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Share tab

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.

Rights section

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

Only the shared field is available for the 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. Select this option to display the Edit rights, View rights, and Edit check box.
• No — Documents of this type cannot be modified by anyone except the document administrator if the document is in the 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 the Approved status.
• No, only approver — Documents of this type can be modified only by the document approver once the document is in the Approved status. To use this option, the Use check box of the Approve section must be selected.

Notes:

• Edit: Rights and View: Rights will only be available while creating a document if you have selected Yes in this field. For more information, see Creating and modifying documents and Modifying document attributes.
• By default, documents created not using document types can be assigned ownership rights. For an existing document type where changing Yes to other options, the effects are:
  • Existing documents retain the last assigned view rights. Ownership assigned is no longer applicable.
  • Ownership of a new document of this type is assigned to the document creator.

Edit Rights

You can limit the rights to edit documents to people from specific groups. Before making your selection, please read the note in the Rights section. Select one of the following options to give editing rights to the corresponding people:

• 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 everyone under the division selected at Division in the corresponding document.
• Division – Creator — Select this to give editing rights to everyone under the same division as the document creator.
• Role — Select this to give editing rights to anyone with the role selected at Role. Once selected, the Role field will be displayed.
• Cost center — Select this to give editing rights to everyone 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 everyone 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.

Note: To edit and save a document, you must have the right to create the appropriate document type. Alternatively, you can change the document type to a type to which you have rights, so you can still edit and save the document.

Owner

Type or select a person to define this person 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 anyone 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 anyone with the role selected at Role and the following role level:

• Corporate — Select this to give editing rights to people at corporate level.
• Group — Select this to give editing rights to people at group level. Once selected, the Reference point field will be displayed.
• Division — Select this to give editing rights to people 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 anyone with the role selected at Role and linked to the following reference point:

• Account — Select this option to give editing rights to people who are linked to the account defined in the corresponding documents.
• Creator — Select this option to give editing rights to the creator of the corresponding documents.
• Item — Select this option to give editing rights to people who are linked to the item defined in the corresponding documents.
• Project — Select this option to give editing rights to people who are members of the project defined in the corresponding documents.
• Person — Select this option to give editing rights to people defined in the corresponding documents.
• Serial number — Select this option to give editing rights to people 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 people 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 people from this cost center group.

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

View Rights

You can limit the rights to view documents to people from specific groups. Before making your selection, please read the note in the Rights section. Select one of the following options to give viewing rights to the corresponding people:

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

Note: The availability and usage of Role, Role level, Reference point, Cost center, and Cost center group is similar to Edit rights. The View rights is not available for Classic mode for document structure. For more information, see Document structure in classic mode. 

Edit

Select this check box to allow the users to define the viewing rights when creating a document.

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 one with the added roles, by default the corresponding documents will require approval from people 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 employees with the same security level or higher. By default, this option is displayed.
• Person (Specific) or “100” — Selecting Person (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 people linked to the document, the direct manager of the employees, and HR employees 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 people. 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 people. 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 Standard mode for document structure.

Extra security check for customers

Select this check box to enable the additional security check for a document type. A pop-up message will be displayed when the check box has been selected. By clicking Yes, the additional security check will be applied to all of the existing documents related to the document type and enabled for new documents.

Note: The additional security check is applicable to the following:

• users that are logged in as customers,
• documents with the security level of 3, and
• documents that are pre-defined or with properties that have been set up via the document types.

Check in / Check out section

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 Yes shall be selected at Edit under the Rights section.

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 person who checked out the document to notify the person to check in the document. If the person is in an Inactive status, the request will be sent to the person 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.

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More properties tab

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 the 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 the Approved status.
• No, only approver — Documents of this type can be deleted only by the document approver once the document is in the Approved status. To use this option, the Use check box of the 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 option to disable the Language field.
• Yes (Optional) — Select this option to enable the Language field and allow the linking of a document of this type to a language.
• Yes (Mandatory) — Select this option 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.

Tags

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 right 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.

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