When creating a new document, you will have to assign a document type to the new document you want to create. So, your system Administrator has to create beforehand the list of document types for your installation. This list can updated at any moment.
The document types will be used to classify your documents per category, to define approval flows of documents, to define meta-data of documents, and to assign naming processes to your documents. The document types are the CORE configuration reflecting your Company quality processes and rules.
Options while creating document types:
- A Document type identifier (the unique name of the document type which will be listed in a dropdown list when creating new documents)
- List of approval groups, with the number of approval signature required per group. This is why we speak about 'role groups'. So, the defined number of users belonging to the group will have to sign. The group order can be defined as well.
- Fow type: parallel or sequential (sequential means the groups order is taken in account by the system)
- Attributes flags (defines if documents being of this type will require the following information):
- Effective date: the date at which the document will become effective. e.g. a Procedure can be created in eDMS but will be effective starting from next week.
- Expiry date: documents having an expiry date will expire when this date is passed over
- Training control: defines if the documents will be attached to a training group. If this is the case, the persons belonging to this group will get a training record at each document version. These records are created by the system and completed by the Training Manager.
- Document request: defines if you must give a reference to another document (the document request) when creating that kind of document type. You must then provide the exact full version name of the document referenced (e.g. DCR_OOO1 [v1]). The document request is another document justifying the existance of the document itself. e.g. to create a new version of a procedure, you must first create a change request document which must be approved by some persons. When creating the new procedure version, you refer to the change request document. The system checks if the document exists.
- Authors: define that each document of this type will have an Authors field containing the author(s) user account(s) (comma separated). Authors are part of the approvals.
- Reviewers: define that each document of this type will have a Reviewers field containing the reviewer(s) user account(s) (comma separated). Reviewers are part of the approvals.
- Automatic Naming: Some documents may not require a name that is manually filled. e.g. the document name could FORM_0001, and after, the next document of this type will be FORM_0002. The system uses the process attribute content to build the name. e.g for process FRM, the first document will be FRM_0001. You must fill the process field if you assign automatic naming.
- Process: associated with automatic naming. The letters that will be used to build the document name automatically.
- Meta Data: (Des)Activate the meta data associated to your document type.