Document Categories

You use document categories to:

  • Control the documents you want to show in public-facing applications.
  • Label documents submitted through the public-facing applications.
  • Determine what document class(es) and file sizes public-facing users can upload.

For example, you can create a Room Diagram document category and assign that to Mobile Work Orders. The Mobile Work Orders application shows only documents assigned to the Room Diagram document category.

For example, if registrants submit photos, you create a document category called Registrant Photos. When configuring registration document submission, you can assign the document the Registrant Photos category. Whenever a registrant submits his/her photo, the document is assigned to the Registrant Photo document category. You can then easily filter the Document tabs and Document screens to easily find the submitted documents.

Add a Document Category

  1. Click the Document Categories link from the Main Menu. The Document Categories screen opens.
  2. Click the Add button. The Add Document Category screen opens.
  3. Enter the necessary information:
    • Description - Name of the document category.
    • Category - Code used by the system.
    • Document Class - Document class(es) the document category applies to. 
    • Maximum Document Size - Maximum document size allowed for the category.
    • Multiple Documents Allowed - If checked, public-facing users can submit more than one document.
  4. Click OK.

Change a Document Category

You can change the information for a document category after you have created it. When you change the information for a document category, it updates wherever the document category used. If you don't want to update the already existing document category data, then you must add a new document category using the steps in Add a Document Category.

  1. Click the Document Categories link from the Main Menu. The Document Categories screen opens.
  2. Select the document category to edit.
  3. Right-click and select Edit. The Edit Document Category screen opens.
  4. Update the necessary information.
  5. Click OK.

Delete a Document Category

If you no longer use a document category and don't want to keep a record of it, you can delete it. You cannot delete document categories that are in use. You cannot undo the delete process.

  1. Click the Document Categories link from the Main Menu. The Document Categories screen opens.
  2. Right-click on the document category to delete.
  3. Select Mark for Delete.
  4. Click the Save button.

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Comments

3 comments

Date Votes
  • Cris Ocampo

    Can you make the document category a requirement?

    0 upvotes

  • Carrie Spalding

    Cris,

    At the moment this is not possible, however, I have made Product Management aware of the need and will update this post if there is any movement on it.

    Thank you,

    Carrie

    0 upvotes

  • Americas Ungerboeck Consulting

    Hi Cris, 

    I hope you had a wonderful weekend! I wanted to inform you that Document Field Restrictions have been added for 20.92F and up. Therefore, with the release of 20.92 F (anticipated for end of April), you will be able to make Document Category a required field on the Adding/Importing Document window. 

    Have a great week!

    Kaitlyn Batliner
    Ungerboeck Consultant

    0 upvotes

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