How To: Create a New Document Type or Inactivate an Old Document Type

[nickdonatelli]

Creating a new document type or inactivating an old one in Employee Document Management requires several administrative steps to ensure that the change is effective.

To create a new document type:

1. Create the document type record – critical items are associating this to appropriate Topic Detail and determining if the document type allows for employee access of the document 
2. Once the document type record has been created, retention policies should be built for it. Essentially you'll need to re-create retention policies here as a single retention policy can only be associated to a single document type. Once a retention policy has been created, you can't change which Document Type it's associated to so unfortunately these can't be decommissioned from one doc type and re-associated to another.
3. Determine if any new security policies need to be created and if so, create them.
4. Associate security policies to the document type. This can be done from the Document Type record on the Security Policies related list. Click 'Edit…' to open the slushbucket and move all necessary Security Policies from the available bucket to the selected column and click save.

Inactivating a document type:

1. If necessary/desired, re-associate documents from the Document Type to be inactivated to a new document type. First ensure that appropriate security and retention policies are in place for the new document type, then search for all documents with the document type you want to decommission.
2. Use list view editing (or use a data import to update in bulk if the number of records is significant) to modify which document type each record is associated it. Bear in mind that documents with a hold (whether derived from the HR profile of an individual user or from the Document Type) cannot be reassociated until the hold has been removed. If reassociating documents to a new type is not desired, simply inactivate the current document type