Defining Document Parameters

Before using the Managed Documents application, the user with the document_management_admin role needs to set the parameters that define the kinds of documents to be managed through the application. Managed Documents provides both base and custom parameter options.

Defining Document Parameters

The following document parameters should be defined:

• Type: identifies the purpose of the document. The type also determines the default document format and name format.
• Classification: indicates the security level assigned to the document and determines who can view or edit the document.
• Audience: specifies the intended readers of the document.
• Name format: specifies the name format to use when a document revision is added.
• Name components: are individual identifiers used inside a name format. Name components define a reference path (often by dot-walking) that holds the value specific to the document.
• Approval rules: determine which approvers are added to documents (in addition to the Reviewers specified on the document record).

Defining Types

To define a new type, navigate to Managed Documents > Administration > Type and click New.

Field	Description
Name	A unique name for the type.
Code	A short code for the type. Referenced as a name component for the name format.
Label	A label to display in the Type choice list.
Name Format	The name format that documents of this type will use.
Order	A number indicating the type's sequence in the choice list.

The following types are available in the base system.

Name	Code	Label	Name format	Order
-- None --	null	-- None --	null	1
policy	POL	Policy	Default Policy	2
guideline	GUI	Guideline	Default	3
procedure	PROC	Procedure	Default	4
contract	CON	Contract	Default	5

注:

For documents with a Type of Contract, a Contracts related list appears on the document record, listing any contracts the document is associated with.

• Defining Approval Rules
  To define a new approval rule, navigate to Managed Documents > Administration > Approval Rules and click New.
• Defining Audiences
  To define a new audience, navigate to Managed Documents > Administration > Audience and click New.
• Defining Classifications
  Define a new classification on the Classification form.
• Defining Name Components
  Name components define the document values used in the name format.
• Defining Name Formats
  The name format automatically generates a name for a document revision by arranging name components in a standard code to match naming conventions.