Document Type

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A document type represents the format or function of a document.

Add a new document type

  1. Expand the “Configuration” menu on the sidebar navigation.
  2. Expand the “Lists” menu under “Configuration”.
  3. Expand the “Type” menu under “Lists”.
  4. Select the “Document” menu.
  5. Select “Add” to add a document type.
  6. Populate the fields.  Data fields with an asterisk (*) are required.
    • Name*: Enter the name of the type of document.
      • The system will not allow document types with duplicate names.
    • Allow Asset Associations: Toggle on if this document type allows associations to assets.
    • Allow Contact Associations: Toggle on if this document type allows associations to contacts.
    • Allow Task Associations: Toggle on if this document type allows associations to tasks.
    • Allow Work Associations: Toggle on if this document type allows associations to work items.
    • Analyze New Documents: Toggle on if this document type will analyze new documents upon upload.
    • Description: Enter a description of the type of document.
    • External Identifier: Enter a unique identifier that represents this record in an external system.
  7. Select “Save” upon completion.

Sections and attributes

See Sections and Attributes for instructions on how to create and manage sections and their attributes.

Rules

Create a rule

  1. Locate the document type and select the “Edit” button for the desired document type.
  2. Select “Add” in the “Rules” section.
  3. Populate the fields.  Data fields with an asterisk (*) are required.
    • Name*: The name of the rule.
    • Comments: Any comments you would like to store for this rule.
  4. Select “Save” upon completion.

Manage rules

  1. Locate the document type and select the “Edit” button for the desired document type.
  2. Select the appropriate option for managing your rules within the “Rules” section:
    • Edit this rule.
    • Copy this rule.
    • Delete this rule and all associated logic.

Triggers

Triggers capture the preceding event(s) of any rule that initiates the action.

Create a trigger

  1. Locate the document type and select the “Edit” button for the desired document type.
  2. Locate the appropriate rule in the “Rules” section
  3. Select “Add” in the “Trigger” section.
  4. Populate the fields.  Data fields with an asterisk (*) are required.
    • Group*: Select the group of this trigger. Groups are used in conjunction with logical statements where the entire group evaluates to true or false.
      • If an OR statement will be included in the logic, the Group value defines the order of operations. Use additional groupings to ensure the filtering logic works as expected.
      • If the logic does not use OR statements (the logic only uses AND statements), or there is only a single filter, Group 1 will be sufficient.
      • For example, if your logic looks something like (A and B and C) OR (D and E), the filter elements within the first set of parenthesis will be in Group 1, and the filter elements within the second set of parenthesis will be in Group 2.
    • Precedence*: Enter the order of this trigger in relation to the other triggers within the group.
      • When adding, editing, and deleting a trigger, the system will automatically renumber the triggers by increments of 5.
    • Trigger Type*: Select the type of trigger to perform. Options include:
      • After Document Save
      • Attribute Changed
      • Attribute Comparison
        • If the attribute captures a dropdown list or radio button list of assets, contacts, documents, forms, or tasks that exist as records in the system, you will need to compare against the value (the 36-character GUID) and not the text.
        • The comparison is not case sensitive. For example, if the answer to a question is “Yes” and it is being evaluated against the value “yes”, this comparison will evaluate to True.
        • The Answer Comparison trigger can also be used to compare against the presence or lack of an attachment for questions with the Attachment or Photo datatype. Use the “is blank” or “is not blank” operator.
      • Before Document Save
      • Property Comparison
        • The comparison is not case sensitive. For example, if the answer to a question is “Yes” and it is being evaluated against the value “yes”, this comparison will evaluate to True.
        • The Answer Comparison trigger can also be used to compare against the presence or lack of an attachment for questions with the Attachment or Photo datatype. Use the “is blank” or “is not blank” operator.
    • Property: Select the document property.
      • This field is only visible when the Trigger Type is “Property Comparison”.
    • Attribute: Select the document attribute.
      • This field is only visible when the Trigger Type is “Attribute Comparison” or “Attribute Changed”.
    • Operator: Select the operator used against the value comparison.
      • This field is only visible when the Trigger Type is “Attribute Comparison” or “Property Comparison”.
    • Value: Enter the value to use for this trigger
      • This field is only visible when the Trigger Type is “Attribute Comparison” or “Property Comparison”.
    • Logical*: Select the operator that defines how to relate this trigger to the other triggers.
      • If the trigger directly after this trigger is in a different group, then the logical field will describe how the two groups interact.
      • The AND statement has a higher precedence than the OR statement. See the table below for examples.
        • A OR B AND C MEANS A OR (B AND C)
        • A AND B OR C AND D MEANS (A AND B) OR (C AND D)
        • A AND B AND C OR D MEANS ((A AND B) AND C) OR D
  5. Select “Save” upon completion.

Manage triggers

  1. Locate the document type and select the “Edit” button for the desired document type.
  2. Select the appropriate option for managing your triggers within the “Rules” section:
    • Edit this trigger.
    • Delete this trigger.
      • When deleting a trigger, the system will automatically renumber the triggers by increments of 5. 

Actions

Actions are configured to be processed as a group when the triggers are met (“If these triggers are true then perform these actions”), in addition to as a group when triggers are not met (“Else perform these actions”). Specific actions are available based on the trigger(s) selected. 

Trigger / action matrix

The available actions are dependent upon which triggers are saved.

Document Type Trigger-Action Matrix

Create an action

  1. Locate the document type and select the “Edit” button for the desired document type.
  2. Locate the appropriate rule in the “Rules” section
  3. Select “Add” in the “Action” section.
  4. On the next page, populate the fields based on the action selected. Data fields with an asterisk (*) are required.
  5. Select “Save” upon completion.

Add or Remove Document Tag

The Add/ Remove Document Tag action adds a new document tag or removes an existing document tag when the rule triggers are met. This action must be paired with a “Before Document Save” trigger.

Create multiple actions when adding or removing multiple tags.

  • Action Type*: Select the type of action to perform. Select “Add Document Tag” or “Remove Document Tag”.
  • Value*: Enter the value to use for this action.
  • Create Corresponding “Remove” or “Add” Action: Toggle on to create the corresponding action.
    • For example, choose to create the corresponding action to complete the reverse when the criteria are not met.
    • This field is visible upon creation and hidden when the record is edited. It is defaulted to be selected.

Hide or Show Attribute

The Hide / Show Attribute actions control the document attribute type’s visibility when the rule triggers are met or evaluate to true. This action must be paired with an “Attribute Changed”, “Attribute Comparison”, or “Property Comparison” trigger.

  • Action Type*: Select the type of action to perform. Select “Hide Attribute” or “Show Attribute”.
  • Document Attribute Type*: Select the document attribute you would like to control when the rule trigger evaluates to true.

Hide or Show Section

The Hide / Show Section actions control the document attribute section’s visibility when the rule triggers are met or evaluate to true. This action must be paired with an “Attribute Changed”, “Attribute Comparison”, or “Property Comparison” trigger.

  • Action Type*: Select the type of action to perform. Select “Hide Section” or “Show Section”.
  • Document Attribute Section*: Select the document attribute section you would like to control when the rule trigger evaluates to true.

Lock Document

The Lock Document action locks the document and prevents further edits when the rule triggers are met. This action must be paired with an “After Document Save” trigger.

  • Action Type*: Select the type of action to perform. Select “Lock Document”. 

Prevent Document Save

The Prevent Document Save action does not allow the user to save the document when the rule triggers are met. This action must be paired with a “Before Document Save” trigger.

  • Action Type*: Select the type of action to perform. Select “Prevent Document Save”. 

Send Email

The Send Email action sends an email when the rule triggers are met. This action must be paired with an “After Document Save” trigger.

  • Action Type*: Select the type of action to perform. Select “Send Email”.
  • Email Recipients*: The list of email addresses or contact identifiers that will receive the email. Separate multiple recipients with a semicolon. You may append variables to create a dynamic recipients list.
  • Email Subject*: The subject to use for the email. You may append variables to make the subject dynamic.
  • Email Body*: The body to use for the email. You may append variables to make the body dynamic.

Send SMS

The Send SMS action sends an SMS message when the rule triggers are met.

Messages are sent from the number (844) 542-3501. SMS messages may only be sent to phone numbers in the United States. Local carrier rates apply to delivered messages.

This action must be paired with an “After Document Save” trigger.

  • Action Type*: Select the type of action to perform. Select “Send SMS”.
  • SMS Recipients*: The list of phone numbers or contact identifiers that will receive the SMS message. Messages are only sent to numbers (stored as type ‘Mobile’) that are marked as ‘Use’ at the Contact record. Separate multiple recipients with a semicolon. You may append variables to create a dynamic recipients list.
  • Message*: The content of the SMS message. You may append variables to make the message dynamic.

Set Asset Attribute

The Set Asset Attribute action sets the answer to an existing asset attribute type when the rule triggers are met. This action will set the attribute for each asset associated with the document where the attribute type exists. This action must be paired with an “After Document Save” trigger.

NOTE:  The “Set Asset Attribute” action type will function after creating the document and after associating asset(s) to the document.

  • Action Type*: Select the type of action to perform. Select “Set Asset Attribute”.
  • Asset Attribute Type*: Select the asset attribute type where the answer will be set.
  • Value: Enter the value to set for the asset attribute type identified above. You may append variables to make the value dynamic.
    • If you use the {CurrentUser} variable to set an answer, the Data Type of the asset attribute type where the answer is being set needs to be a Dropdown List with the List specifying a Contact Selection List report. Otherwise, a 36-character GUID will display instead of the current user’s name.
    • The {EVALUATE:} function may be used in this field. See the Evaluate page for examples of how to use this function.

Set Contact Attribute

The Set Contact Attribute action sets the answer to an existing contact attribute type when the rule triggers are met. This action will set the attribute for each contact associated with the document where the attribute type exists. This action must be paired with an “After Document Save” trigger.

NOTE:  The “Set Contact Attribute” action type will function after creating the document and after associating contact(s) to the document.

  • Action Type*: Select the type of action to perform. Select “Set Contact Attribute”.
  • Contact Attribute Type*: Select the contact attribute type where the answer will be set.
  • Value: Enter the value to set for the contact attribute type identified above. You may append variables to make the value dynamic.
    • If you use the {CurrentUser} variable to set an answer, the Data Type of the asset attribute type where the answer is being set needs to be a Dropdown List with the List specifying a Contact Selection List report. Otherwise, a 36-character GUID will display instead of the current user’s name.
    • The {EVALUATE:} function may be used in this field. See the Evaluate page for examples of how to use this function.

Show Error Message

The Show Error Message action displays an error message when the rule triggers are met. This action can be used with any trigger and is often paired with a “Before Document Save”. 

  • Action Type*: Select the type of action to perform. Select “Show Error Message”.
  • Message Title*: Enter the title to use for the message. You may append variables to make the title dynamic.
  • Message Body*: Enter the body to use for the message. You may append variables to make the body dynamic.

Show Information Message

The Show Information Message action displays an information message when the rule triggers are met. This action can be used with any trigger and is often paired with a “Before Document Save” or an “Answer Comparison” trigger. 

  • Action Type*: Select the type of action to perform. Select “Show Informational Message”.
  • Message Title*: Enter the title to use for the message. You may append variables to make the title dynamic.
  • Message Body*: Enter the body to use for the message. You may append variables to make the body dynamic.

Show Success Message

The Show Success Message action displays an information message when the rule triggers are met. This action must be paired with an “After Document Save” trigger type.

  • Action Type*: Select the type of action to perform. Select “Show Success Message”.
  • Message Title*: Enter the title to use for the message. You may append variables to make the title dynamic.
  • Message Body*: Enter the body to use for the message. You may append variables to make the body dynamic.

Manage actions

Once actions have been created, manage these records to maintain accurate information. 

  1. Locate the document type and select the “Edit” button for the desired document type.
  2. Select the appropriate option for managing your actions within the “Rules” section:
    • Edit this action.
    • Delete this action.

Manage document types

  1. Locate the document type record.
  2. If the In Use column displays “Yes”, click the “Yes” text to view a report of all documents categorized as this type.
  3. To the right of each record, under the Actions menu, you may:
    • Edit the document type.
    • Download the document type definition for import into another database.
    • Copy the document type to immediately create a duplicated record in the database.  When used, update the new name of the copied record to a unique value.
    • Delete the document type. You may delete types only when they are not in use at any record.
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