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  1. Q-Pulse
  2. Q-Pulse Cloud
  3. Documents Module

How to Use Document Types

Jess Diaz Gomes
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  Who is this article for?  

  Document managers, Document administrators

Within Q-Pulse Cloud Documents Module, you are able to have different document types, which are used to define how different types of documents are handled and controlled by the system. They allow you to set which permissions are applied, the details captured and decide who should be notified of uploads and changes.  Within this article we will be looking into Document Types on Q-Pulse Cloud.

The article will be split into the following sections:

  1. How to View the Document Type List 
  2. How to View the Document Type Details
  3. How to Create a Document Type
  4. Document Review Procedures
  5. Document Expiry Procedures
  6. How to Associate a Workflow Template

  7. How to Associate Custom Fields to a Document Type

  8. How to Use Document Type Permissions
  9. How to Use the Associated Document Permissions
  10. How to Use Document Type Notifications
  11. How to Edit an Existing Document Type
  12. How to Copy an Existing Document Type

1. How to View the Document Type List 

  1. To view, create and edit document types, navigate to Home then, Documents and then Document types. You should be presented with a screen as per the image below:

Document_Types_Page.png

  1. Select any document type title from the list to view the details.  You are able to filter the list to show only the document types you own, by checking the 'Show my types' box.
You are able to Export the full list of all current Document Types using the Export button on this section.

 

2. How to View the Document Type Details

To view a document type's details screen either:

  1. Select the type title from the list screen
  2. Select View from the  Options dropdown

You will be presented with a screen as per the image below:

Doc_Type_2.PNG

3. How to Create a Document Type

To create a new document type

  1. Navigate to Home then, Documents and then Document types.

  2. Click on the  Create button. You should be presented with a screen as per the image below:

Doc_Type_3.PNG

    1. Provide a title for the document type
    2. You can then amend the document type settings:
Option Description
Active When set, the document type will be available for selection for all permitted users when uploading a new document to the system. If unchecked, the document type will not be in use.
Require changes to be logged When set, users are required to leave comments when making any changes to the documents or document details for all documents of this type.
Enable PDF conversion When set, documents will be converted to PDF for read only users where available
Watermark When set, enables the ability to have a watermark appear on the document when converted to PDF
Allow batch uploading When set, enables the ability for document managers to be able to batch upload documents of this type.
Controlled document Enables document approval. Documents of this type must be approved via a defined workflow before they are issued within the system. See below for additional details
If apply controls to new documents is not enabled in the document settings, documents will not require an initial approval and will only require approval when a new version is uploaded.
Download original file When set, enables the ability for users to be able to download the original file locally.
Enable document overlay fields When set, enables the use of document overlay fields
Locked When set, the document type details are locked and cannot be amended for any document of this type
Send batch upload notifications When set, the system will notify the defined notification groups when documents of this type are batch uploaded to the system. If not set, notification groups will only receive a notification when individual documents are uploaded.

 

4. Document Review Procedures

If documents of this type require regular reviews, you can define the period and instructions for the review in this section as shown in the image below:

Doc_Revi.PNG

  1. Tick the Set document review procedure check box
  2. Enter the Review period in months
The default period is set in the module settings
  1. Provide the review instructions. The text entered here will be included in the review task that is issued to the document owner when the document is due for review (this is sent 1 month prior to the document review)

5. Document Expiry Procedures

If documents of this type have a limited lifespan, you can define their expiry period and instructions for deletion in this section.

doc_exp.PNG

  1. Tick the Set document expiry procedure check box
  2. Enter the Expiry period in months
  3. If, instead of a manual expiry task, you require documents of this type to be 'auto removed' (i.e. Sent to the document archive) once the expiry period is done, tick the Auto remove check box
  4. Provide the expiry instructions. The text entered here will be included in the expiry task that is issued to the document owner when the document is due for expiration (this is sent 1 month prior to the document expiring)

6. How to Associate a Workflow Template 

The Workflow template only appears if the document type is set as a controlled document 
  1. Click the  Select button. This will present you with a Select workflow template modal as per the image below:

Workflow.png

  1. Use the Select workflow template modal to find the required approval path
  2. Once located, check the box in the far left of any of the workflow templates you wish to associate with the document type.
  3. Click Confirm to associate the workflow template to the document type

7. How to Associate Custom Fields to a Document Type

If there is any additional data that you would like to be logged against documents of this type (e.g. Project, Printed location, Document author) you can associate custom fields for capturing and reporting on this data in the custom fields section, as shown in the image below:

Document_Types_Custom_Fields.png

To add a custom field

  1. You will need to click the  Select button this will open the Select custom field modal.
  2. From here, you can select the custom fields you wish to add by ticking the check box on the left column.
  3. Once you have selected all the custom fields click Confirm and all the select custom field will show in this section for this document type.

If you need create a new custom field:

  1. Click on the  Create button and the create custom field modal will appear.
  2. To create the custom field, you need to input the following details:
Field Name

Description
Title Title of the custom field
Label The label used to identify the field when used with a record e.g. Date, Please Select, Additional Information.
Modules The modules you can use the custom field for.
Field Type You can select from the drop down list the field type for the custom field this includes Text, Multiline Text, Single Select List, Multi Select List, Date, Number, Decimal, URL Label or Yes/No
Minimum Length Minimum Length you need to input for the field
Maximum Length Maximum Length you need to input for the field
  1. Once you have made all the relevant changes you can then click Save and the new custom field will be created and added to the current document type.

8. How to Use Document Type Permissions

Document types can be restricted so that only users within a defined group can view, edit or delete.

  1. You can define the document type permissions on the right hand side column of the Edit document type details screen, as per the image below:

DT_Permissions.png

  1. To allow specific groups or users to edit the document type tick the Enable edit check box in the Restrict permissions box.
  2. Click the  Select button in the Groups or Users section, the Select groups or user modal are per the image below:

DT_Permission_Groups.png

  1. Select the required user or groups from the list using the checkbox on the left hand side.
  2. Click Confirm to associate the group(s)/user(s) to the document type

If you need to create a new group, you can do so following the instructions here.

If you need to create a new user, you can do so following the instructions here.

 

9. How to Use the Associated Document Permissions

If you need to restrict and apply permissions to the individual documents of this type so that only selected users or groups can View, Edit or Delete documents of this type, you can define the permissions in the Associated document permissions section of the right hand side column of the screen, similar to below:

Associated_Doc_Permissions.png

To restrict the documents of this type

  1. To enforce these settings across ALL documents of this type, tick the Enforce on all documents of this type check box.
  2. Click the  Select button in the Groups or Users section, the Select groups or user modal are per the image below:

DT_Permission_Groups.png

  1. Use the Select group/user modal to find the required group(s)/user(s)
  2. Once located, check the box in the far left of the suitable row(s)
  3. Select Confirm to associate the group(s)/user(s) to the document
  4. Once a group or user is selected decide what permissions they will have as per the options below:
Option Description
Viewer Can only view the documents
Editor Can edit these documents
Editor with delete Has the ability to edit these documents and delete them
Administrator Has full administrator permissions for documents of this type

If you need to create a new group, you can do so following the instructions here.

If you need to create a new user, you can do so following the instructions here.

10. How to Use Document Type Notifications

If you want to ensure that specific users or groups of users are notified when documents of this type are uploaded or a new revision to the document type in the system, you can define the notification requirements in the right hand side column of the detail screen, as per the image below:

Document_Type_Notifications.png

To enforce any notification settings

  1. Tick the Enforce notifications check box. This will ensure all documents of this type use the defined notification settings. If left un-checked, users will be able to modify the notification settings for each specific document of this type.

To add a notification group:

  1. Click the  Select button under the notifications section on the record. This will present you with a select group modal as per the image below:

DT_Permission_Groups.png

  1. Once you have located the groups from the list, check the box in the far left of the suitable row(s)
  2. Select Confirm to associate the groups to the document
  3. If you require users to acknowledge receipt of the document tick the Notification requires acknowledgement check box

If you need to create a new group, you can do so following the instructions here.

11. How to Edit an Existing Document Type

To edit an existing document type:

  1. Navigate to Home then, Document and then Document types
  2. Select the type from the Document types list by clicking on the title.  This will present you with the Edit document type details page, as per the image below:

Document_Type2.PNG

  1. You can then make any changes that are required, then click Save to ensure changes are confirmed on the system.

12. How to Copy an Existing Document Type

Copying a document type on the system allows you to use an existing document type as a template for a new one.

To copy an existing document type record:

  1. Navigate to Home then, System and then Document types
  2. Select the  Options button from the Document type list on the existing type you wish to copy.  You will then be presented with a Copy option.  Clicking this will take you to the Copy document type page as shown in the image below:

Doc_type_4.PNG

  1. You can then make any changes that are required for the copied version of the document type, then click Save to ensure changes are confirmed on the system.
Any changes made to the copied version of the document type will not affect the original type

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