Every document in a library has an associated document type. Document types
control such features as how a document is versioned and what kind of a
document approval process the document follows. It is also how the customer
can attach additional custom properties to documents. There exists a set
of document types that come with Quickr and are associated with the common
Office and Symphony file types. There is also a default document type that
is not associated with a particular file type and can be used for documents
that do not fit with any other document type. Customers can use the built-in
document types, or create new types to match their business processes.
- Title and description provide identification for the document
type. The identifier must be unique for the document type within its scope.
The scope of a document type can be local (only usable in the place it
was created for) or shared (usable in any place on the same server).
- The default extension property is used to automatically
assign a document type to documents being uploading during a drag and drop
event (desktop to browser) or through a connector such as the Windows Explorer
Connector. The document type will be applied to documents based on the
- 1. check for a local document
type with a matching default extension
- 2. check for a local library
default document type
- 3. check for a shared default
document type with a matching extension
- 4. check for a shared default
- For example, if you set a default extension for a local
document type to be "doc", any document being uploaded through
one of the methods mentioned above that specifies that default extension
should pick up that document type. If you have multiple document types
with a default extension that is the same, the first one in the cache will
be used. Note that if you upload documents through the web UI, there is
a form field that specifies the document type to be assigned to the uploaded
documents and there is no automatic assignment based on default extension.
- The document template specifies default contents to use
for documents of this document type. When a new document is created from
the web UI or through a connector the contents will be pre-filled with
the data inside the template. Modifying the contents of a template document
will only affect any new documents created from that point forward, existing
documents are not affected. Note that the template is only used when creating
new documents, not when uploading existing documents.
- Property sheets enable users to specify custom metadata
for a set of documents. You can reference zero to many property sheets
from a document type, and property sheets can be referenced by multiple
document types. Property sheets can contain fields of the following types:
text, multi-line text, number, person, single selection, multiple selection,
date, time, date and time, URL. Each type has various properties for further
customization. Properties can be marked as required fields and for inclusion
in the search center. All fields marked as "required" must have
a default value.
- Version settings include 3 options: none, enabled, and
always enabled. Enabling versions allows users to explicitly choose when
to create a backup version of the currently published document. Always
enabling versions creates a snapshot of the currently published document
to be created prior to every change made to the published document. Note
that when versions are always enable d, changes ma de to a draft of the
document will not cause a version to be created until the draft is published.
- Draft approval settings specify a set of approvers that
must approve changes to a document before they can be published. There
are 3 option s: none, serial, and parallel.
- 1. No draft approval all ows
users to immediately publish changes to a document.
- 2. Serial approval specifies
a list of approvers who will be sent the draft document in a sequential
order for approval. All approvers in the sequence must approve the changes
before it is published. If anyone in the sequence rejects the changes,
the draft goes back to the original submittor and the draft is no longer
in "submitted" state. An approver will only see the draft in
their "drafts to approve" view if the draft is in submitted state
and they are the current approver in the serial sequence.
- 3. Parallel approval specifies
a list of approvers who will be sent the draft document for approval. All
approvers will be able to see and approve the draft immediately after it
is submitted. There is a setting on the parallel approval option that specifies
whether everyone in the list must approve the draft before it gets published,
or if only one person in the list must approve the draft before it can
be published. The setting is specified with a checkbox titled "For
each added group, only one person from that group needs to grant approval.".
- Users who can see the draft (the submittor and current
approver(s)) can determine who is pending approval on a submitted draft
by switching the table in draft views to show the details layout. In this
layout a column is shown for "Approvers" that indicates status
of individual approvers.
- There is a generic document type available that is named
"Default". The purpose of this document type is to provide a
generalized document type that can be used in the event that either the
document type is not essential information for a document or there is no
other document type that correctly describes a document users add to a
library. If the "Default" document type is assigned to a document,
it can be re-assigned to a different document type at a later time.
- Administrators can customize the items in the create menu
for a library. The items in the create menu are a set of document types
with templates designated. Customizing the create menu to include custom
document types provides an easy way to specify the document type (and corresponding
template) to be used when creating a document. Removing items from the
create menu does not prevent documents from being associated with that
type in the library. Users can still create a new document by selecting
any other document type and then change the document type field, or users
can upload documents specifying a document type that is not included in
the create menu. Note that a document template is not a required property
on a document type, but for a document type to be able to be included in
the create menu, it must have a document template associated with it.
- Every library has a default document type associated with
it. Administrators can set the default document type for a library through
the "Edit Library Properties" page, or the document type management
view. The library's default document type is used to automatically pre-fill
the document type form field during the upload and create sequences of
documents in the web.