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Document categories

Use the Document Categories screen to manage the various categories of document the DRC system handles. Provided you have the right permission, you can search, view, edit, add and delete the various categories of document.

Categories

There can be many different categories of document. For example:

Your organisation will probably have its own categories. If you have permission, you can add (create), edit, delete and copy document categories.

Display the Document Categories screen

To display the Document Categories screen:

  1. From the top menu, select Documents > Document Categories.

Use the filter

  1. From the top menu, select Documents > Document Categories.

  2. To select a category of documents, click the checkbox next to the category. To select all the categories of documents, click the Select All checkbox.

  3. To search for a category enter the category name, or partial name (three characters minimum) in the Category Name field.

  4. Select Yes or No in the Is Selectable By Agent field. Depending on how your system is set up, agents may or may not be allowed to select certain categories of document.

  5. Select Yes or No in Active field. Active document categories are currently in use in your system. Inactive document categories are not in use, but still stored in the system.

  6. Select Yes or No in the Inherited field.

Add, delete, update and copy a document category

Add a new document category

To add a new category of document to your system:

  1. From the Document Categories screen, enter a name for the new category in the Category Name field.

  2. Select Yes or No from the Is selectable by agent category. Agents are the system users, so normally you seelct Yes here.

  3. Select Yes or No from the Active drop down list. You can prepare document categories in advance and then activate them later.

  4. Select Yes or No from the Inherited drop down list

  5. Click Add. The Document Categories (Add) screen appears. Use this screen to add the hierarchies that the new category will apply to.

  1. Enter the name of the document category in the Category Name field.

  2. Enter a description of the new category in the Description field.

  3. Use the Available and Selected lists to select the hierarchies that the new document category will apply to.

  4. Click Save.

To delete a document category

  1. From the top menu, select Documents > Document Categories. The categories are listed below the fields.

  2. To select a category of documents you want to delete, click the checkbox next to the category.

  3. A warning message appears. Click OK to delete the document category.

To update a document category

  1. From the top menu, select Documents > Document Categories. The categories are listed below the fields.

  2. To select a category of documents you want to update click the checkbox next to the category.

  3. Click Update. The Document Categories (Update) screen appears.

  1. Make the changes you want - the fields are identical to when you add a new document category, as explained above.

  2. Click Save.

To copy a document category

  1. From the top menu, select Documents > Document Categories. The categories are listed below the fields.

  2. To select a category of documents you want to copy, click the checkbox next to the category.

  3. Click Copy. The Document Categories (Copy) screen appears. It is identical to the Document Categories (Update) screen, as explained above.

  4. Make the changes you want.

  5. Click Save.

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