DMS - Document Types
- Matthew Garrett
- Jillian (Unlicensed)
Article Index
Introduction
Document Types are the definition of specific documents that are to be captured and managed within a Document Structure. A Document Type profiles all information about an expected document, from its name, where it will be stored, to the permissions around who can work with the document.
Examples of a Document Type would be a Construction Project's "Tender", "Building Contract", or "Post Contract Variation".
A file representing one of these is known as the actual Document for the Document Type, for a given object (i.e. Project).
Document Type - Properties
When you select Add Document Type, the following screen is displayed.
A Document Type has the following properties:
Property | Description | Example |
|---|---|---|
Name | The full logical name of the Document Type | "Customer Contract" |
Auto-Name Format | The full name that should be automatically applied to a document added for this Document Type. This includes any object reference or suffix that should be automatically added to the document/filename. The token {reference} relates to the object reference (i.e. number/code) of the object that the document is related to. The token {instance} relates to a variable name that must be provided when multiple instances of a Document Type is allowed to be created. Note that this is not yet implemented. | "{reference} - Building Contract Document" e.g. When a document "contract.pdf" is added to job 12345 of Type "Building Contract" the resultant file name would be "12345 - Building Contract Document.pdf." |
Description | A meaningful description for the document type | Client contract for the projects |
Tags | Strings of text which can be used by anyone looking for specific types of documents. | Approved slab designs |
Allow Multiple Instances | Controls, whether there can be more than one version of a document, can be available. Examples where you would need multiple instances of a document;
Note - you cannot have version control for multiple instance documents. |
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Document Structure | The Document Structure that the Document Type belongs to. Note that selecting the Structure also determines the Object Type (e.g. Project, Purchase Order, etc.) for the Document Type. | A Document Structure for Project documentation might be called "Job Management Files". |
Document Folder | The Logical (and physical) Folder that the Document will be stored in within the Document Structure | A folder within the structure might be called "Contract Documentation". |
Document Statuses | The document statuses that are allowed for the Document Type. Draft and Final are the only options here and allow control of what can be selected by the user when adding a document. | Draft and/or Final a) You may want to allow a document to be either Draft of Final, providing user discretion on the status. This would be the most common configuration to allow an initial document version to be added as a draft, with a subsequent version being added as final.
c) You may want to insist that when a certain document type is added, it is always considered Final (i.e. we only want final-version copies captured) |
Restrict File Types | You can restrict the types of documents the user can upload. If ticked, the user can select the types of files that can be uploaded. You can control this at both draft and final versions of the documents. |
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Permissions | Permissions can be assigned differently by Document Status, allowing for a different configuration for Draft and Final status documents. The permissions that can be assigned to contacts (by audience or contact role) are:
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Site Types | The site types that should store a copy of the Document Type. This is used to denote if the Type should be stored on the LAN, in the cloud, or both. | LAN, Cloud |
Show Users Direct Access Path | Display to the user the direct path URL to the document. |
Notification On Change
When you have added a document type, you can specify who should be notified if a document of this type is changed in the Notification On Change accordion.
When you click Add Notification, you will see the following dialog box.
Below is an example to help you understand how the Only Notify Contacts linked to the Object flag works.
If you had the Contact Role - 'Platform - Project Supervisor' and the 'Notify Contacts linked to the Object' unticked then ALL supervisors would be notified.
If you had the Contact Role - 'Platform - Project Supervisor' and the 'Notify Contacts linked to the Object' is Ticked then only the supervisor allocated to the Project where the Document is updated would be notified.
The Standard Contact Roles that are integrated from Framework are
Platform - Salesperson
Platform - Customer Service Representative (Framework Administrator)
Platform - Project Supervisor
Platform - Project Manager (Construction Manager)
Timings of Notifications
Notifications can be configured to be sent in two different ways;
Notify Immediately on change. In this type of notification, a bulletin email is sent as soon as the specified document action is performed. An example email is shown below. It details the document that was changed, its status and also provides a link to view it.
Notify in scheduled bulletin/summary. In this type of notification, information on the document action will be included in the bulletin email sent at a set time each day.