Setting up your document types

Document Types are set of settings that apply to all documents of a type. They will determine the design, Workflow and much more!

Add a new Document type

  1. Go to Settings
  2. Select Document Types

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 ​​​​Click Add and give the Document Type a Name and click on Add once again. You will be taken to the view where you set up the default properties of the Document type.

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Setup the Document type

  1. Set the name of the Document type.
  2. Toggle if the Document type shall be active (possible to use).
  3. Set whether the document type should be the default.
  4. Set the frequency according to which readers will receive reminders that a new revision of a document with this document type has been published.
  5. Toggle if the document Check should display warnings if there is an even number of pages in the document.
  6. Toggle if the document Check should display warnings if there is an even number of pages in the chapter.
  7. Toggle if the document Check should display warnings if a chapter starts on an even page.
  8. Toggle if readers should be able to print pages from a document.
  9. Toggle if readers should be able to print pages without watermarks from a document.
  10. Toggle if the name of the document should be set using a predetermined format.
  11. Setup a predetermined document name format. There are two available dynamic tags{date} gets replaced with the current date, {number:x} gets replaced with an incremental number and the x is a number used for setting how many integers the number should consist of. {number:3} turns into 001.
  12. Sets the current value used for the {number:x} format. This value can be changed at any time.
  13. Toggle if the name of the document revision should be set using a predetermined format.
  14. Setup a predetermined document revision name format. There are two available dynamic tags{date} gets replaced with the current date, {number:x} gets replaced with an incremental number and the x is a number used for setting how many integers the number should consist of. {number:3} turns into 001.
  15. Set the default Layout.
  16. Set the default Skin.
  17. Set the default Structure.
  18. Set the default page numbering format.
  19. Toggle if the document shall display changes between revisions.
  20. Set the heading numbering format.
  21. Set if the document shall be a One Page Document or not.
  22. Set if the document shall be able to handle two languages. If set to Yes two language fields will appear. 
  23. Set the Workflow.
  24. If set to Yes gives you the possibility to manage the Roles for each workflow step (delete and add roles).
  25. If set to Yes you can set specific security for the Workflow.

Note: You cannot change settings related to page numbering format, heading numbering, track changes, and workflow once you have created the Document type since they will directly affect any document using the type.

Update an existing Document type

From the admin, interface go to System > Settings > ​​​​Document Types.

Click on the name of the Document type you want to update. Updating a Document type will directly affect any document connected to it, because of this setting related to page numbering format, heading numbering, track changes and workflow cannot be changed once you have created the Document type.

How to assign a Document Type to a new document

Navigate to the new document view

  1. Go to the admin interface and select Documents.
  2. Click on Add document > Web Document.
     
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Add new document

  1. Select the Category and the desired Document type from the drop down menu saying Document type.
  2. Fill out the name of the document and give the document a short code if desired.
  3. Click Save.
     
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Note: Document types are not exclusive to Web documents. They need to be assigned also to  File documents and External documents.

How to edit the Document Type of an existing document

Navigate to General Settings

  1. Open the document of which you want to change the Document type.
  2. Click on Settings icon that you find in the upper-left corner of this view > click on General Settings
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Change the document type

  1. Click on the dropdown menu under Document Type
  2. Select the new Document Type that you want to assign to the document. 
  3. Click Save.

Note: Changing the Document Type will cause all unpublished pages to be put in Draft and will reset the access that editors and reviewers have to the steps of the Workflow. 

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