Configuring a document category
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This article is valid for system version 3.0. Click here to access the valid documentation for the previous versions.
Prerequisite
- Access to the Configuration > Document > Category (DC043) menu.
Introduction
A category is a way of organizing documents in groups and defining a default configuration for documents of the same group.
Thus, it is important to configure the category considering the documents that the users will create from it.
In this article, as an example, we will configure a category that will be used to create meeting minutes documents.
Meeting minutes are documents that record a meeting or event, used when employees must view the topics that were covered.
Configuring a category
Watch the video below to learn how to configure a document category in a practical way:
- Click here and learn how to use an identification mask in the category.
- Click here and learn how to create and associate an attribute in the Attribute tab.
- Click here and learn how to configure the Details tab.
- Click here and learn how to configure the Controls tab.
- Access the Configuring a training in SoftExpert Document and How to use the electronic copy feature articles to learn how to configure the Electronic distribution tab.
Security rules
- After saving the category, the Security tab will be enabled. Click here and learn how to configure the security.
- Check the rules for the security parameters of the tab below:
Option |
Checked |
Unchecked |
Inherit (default) category security list |
This option will be displayed already checked by the system, indicating that the security list configured in this section will be valid for all documents created with the category. |
It will be possible to configure a specific security list for each document added to the category. |
Allow the inclusion of permission in the document |
When editing a document that is inheriting the permissions from the category, it allows for adding new permissions to the document, thus complementing the security configurations defined in the category. Note that, if the user has any control unchecked in the category, it will not be possible to check that control through the document. However, if a control is checked in the category, it will be possible to uncheck it during the creation of the document. |
If the document is inheriting the category's security list, it will not be possible to add new security permissions. |
Block document security control editing |
When creating the document, the Inherit security list from document category option cannot be unchecked. With this, the security list defined in the category cannot be edited through the document data screen. |
In the Security section, it will be possible to check/uncheck the Inherit security list from category option, as well as edit the security list. |
Block record user editing |
When creating the document, the Responsible for the document field will be filled in by the system and cannot be edited. |
The party responsible for the document will be inserted by the system, but can be edited. The responsible party, however, can only be edited after the document data is saved for the first time. |
Conclusion
Categories that are not used to create documents with revision or approval must have a record retention schedule configured. To do so, access the Configuring a record retention schedule article. This article will teach you to associate a table with the category.
Categories that will be used to create documents with revision or approval must have these features configured in the Controls tab.
After configuring the category according to your needs, the next step is to create the document.