Document categorization and registration settings

Document categorization implements a hierarchy for record keeping and document registration. Registered documents are displayed in the system in accordance with this hierarchy. Users cannot register documents unless the hierarchy is set up.

Document categorization consists of offices that contain categories and folders. The image below shows an example of a set up hierarchy: 

Set up registration

The system administrator enables registration of Document type apps in several steps:

1. Create document categorization by adding offices, categories and folders. You can do it manually or import it from another system.
2. Set up folders with individual registration settings. For example, you can specify if documents are registered manually or automatically, specify the document flow and registration number template, enable number reset, etc.  
3. Enable registration in document app settings. Since documents added to apps are registered in created folders, at this step you need to enable and configure registration for the selected apps.
4. Place the Document registration widget on the form of the Document-type app. This will enable users to register documents manually right on app item pages, as well as check the registration number in case the document was registered automatically.  
5. Model a business process using the Register Document activity to create a workflow where users register documents manually or automatically after being assigned corresponding tasks.

Create document categorization manually

Go to the Document Categorization workspace, click the gear icon next to its name and select Document Categorization Settings. On the provided page, perform the following steps:

1. Create offices.
    
   They represent your company’s divisions, branches, or departments where documents can be registered.
   To add a new office, click +Office in the upper right corner of the page. Give it a name, for example, Head Office, and click Save.  
   For more settings, click the three dots icon to the right of the office's name. A menu opens. Here you can:

• Continue customizing the document categorization and add offices and folder.
• Rename or delete the office.
• Configure access.
  

2. Add categories to the office.
    
   They help sort the documents. Click the three dots icon, select +Category in the menu, and enter a name, for example, Legal Department.
   To rename or delete the category, click the three dots icon next to the category name and select the required option.
3. Add a folder.
    
   Folders serve for registering and storing documents of one type such as contracts or invoices. You can create a folder in an office or in a category. At this stage, you can just add the folder name and select a document flow. You can learn more about setting up folders further in this article.
4. Set up access permissions to the office, category, or folder.
    
   Specify the employees who will be able to register documents and view them in a specific office, category, and folder. To do this, click the three dots icon and select Access Settings:

• Inherit permissions from the parent folder: by default, users with access permissions to the office and its category also retain access to nested categories and folders. To disable this option and add individual permissions, clear the checkbox next to the option name.
• Specific permissions: assign a user, group, or org structure item permissions to work with a specific office, category, and folder.

Import document categorization

By importing document categorization, you can transfer all the set up offices, categories and folders from one company to another.

There are two ways to do it:

• Export and import an app where registration is set up. This way you will transfer the registration settings and the part of the document categorization used in the app. The registration settings and access permissions for system groups are preserved.
• Export and update the configuration. In this case, the entire document categorization tree is imported.

If you already have a configured document categorization, its IDs will be checked against IDs of the imported document categorization. If there are no matches, the items of the new document categorization are added to the company. If there are any matches found, only the items without a conflict are added.

After import you will be able to register documents in the new document categorization.

Configure a folder

When you configure a folder, you actually set up the document registration procedure: determine the document flow and numbering type, create a registration number template, etc.

начало внимание

Registration is available only for apps of the Document type.

конец внимание

• Name*. Enter a name for the folder, for example, Supply Contracts.

• Document flow*. Select the document flow: Incoming, Outgoing or Internal. It is important to distinguish the flows in order to avoid mistakes when working with documents.

• Numbering. Determine how documents are assigned registration numbers. There are two options available:

• • Manually. Users specify the number of the document themselves;
  • Automatically. The registration number is assigned by the system automatically according to the following settings:

1. Start value*. The document numbering starts with this value.
2. Increment*. The document’s numbering interval. If the increment value is 10, the first document will be numbered 10, the next one will be numbered 20, and so on.
3. Minimum number of characters*. This setting is used for multivalued document numbers. The default setting is 1.
4. Number template*. The default template for document registration numbers is the {$_index} variable. It stores the contents of the Index field. You can add more symbols and text to the template, for example, Incoming Doc. N {$_index}.

Additional registration number settings are also available here:

• Allow reserving registration number. You can assign a number to a document before it is actually registered. When you enable this option, the Reuse numbers field appears. If the reservation of a specific number has been canceled, this option allows you to use the same number again. Otherwise, the previously reserved numbers will not be reused. It allows you to reuse previously reserved numbers whose reservation was canceled. Otherwise, any reserved number can only be used once, even if it was not ultimately used for document registration.
• Allow editing number after registration. Users will be able to change the number of the registered document later on.
• Reset numbering. Enable this option and click Edit. Specify how often the document numbering will be reset and re-started from the start value:
  

• • Reset numbering every*. Numbering will be reset once in the period of time that you specify. For example, if you select 2 and Month, numbering will be reset once every two months. If you select 1 and Year, it will be reset once every year;
  • Date of the next numbering reset*. Specify an exact date that numbering should be reset. The previously set period will be counted starting from this date.

• Continuous numbering with another folder becomes available if you choose to create registration numbers automatically. Enable it and select the folder to which sequential numbering will be applied. Enter the minimum number of characters and the number template. If there are only two folders in a category, enable continuous numbering for just one of them.

Example of continuous numbering

To edit the settings of a created folder, click on its name and introduce your changes. To delete a folder, use the three dots icon next to its name.

After you have set up document categorization in the company, you need to determine in which apps users will be able to register the documents. To do that, enable registration in the settings of the Document type app.

Versions of document categorization folders

If versioning of structures is enabled in the company, a new folder version is added after a folder is created or its settings are modified.

To go to the folder version list, select it in the registration settings, click the three dots, and then click Version history. You can compare a previous version with the current one, make it current, or download a version file.

How it works: updating an app with a configured document categorization