####Category list page

The creation of categories helps to segregate the documents and group them accordingly.

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Figure 1: Categories list page

####Create category

Via the button +NEW you can create a new category:

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fields are explained below.

####Category parameters

The first tab of the edit category screen shows the category parameters:

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Figure 1a: Edit category

Explanation of the fields and options:

Items Description
Name Short name of the Category.
Description Longer text and explanation of the category.
Workflow The default workflow for the category; if NO workflow assigned, then there is no approval process.
workflow cannot change If ON, then the default workflow set on the category applies and when uploading a document of this category, the user cannot select another workflow; if OFF, the user will be able to select to which workflow to submit.
3 dot menu: Edit Use this to maintain the created categories.
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Figure 2: Edit categories
Allow delete by employee The difference is visible on the action buttons of the documents:
If set on: The employee will be able to delete documents within this category. This also applies to documents that are not uploaded by the employee:
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Figure 3: Enabled
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Figure 4: Delete documents by employee
If set off: The employee will not be able to delete documents from this category:
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Figure 5: Disable
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Figure 6: Employee can't delete documents
Allow delete by manager If set on: The manager will be able to delete documents within this category. This also applies to documents that are not uploaded by the manager.
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Figure 7: Enabled
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Figure 8: Delete document by manager
If set off: The manager will not be able to delete documents from this category.
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Figure 9: Disable
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Figure 10: Manager can't delete documents
Allow delete by scheduler If set on: The scheduler (batch job) will be able to delete documents within this category.
If set off: The scheduler (batch job) will not be able to delete documents from this category.
In order to use the expiry dates on documents, it's important to remove the documents from the system on the correct date.
This can either be done manually or by an automated job. A requirement for this to work is to allow the deletion of documents within the setup of categories:
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Figure 11: Allow delete by scheduler
The deletion can be done by the scheduler (daily) as part of the setup. See chapter 5.2.5.1.
In case the deletion needs to be done manual, the HR Staff will use the Manager part of the system. In this example, the access for deletion by manger should be set to yes:
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Figure 12: Allow delete by manager
In this example, the HR Staff (with a manger role) will be able to delete expiring document.
Note: The line manager has also now the possibility to delete general/normal documents. Therefore option 1 (scheduler) is advised!
New Use this to add a new category:
Show content expiry date If ON, the content expiry date is available when a document is uploaded; if OFF then this date field is not active, meaning the document never expires and gets as expiry "never".
DocuSign Does DocuSign integration apply to the document category (so is digital signing the document via Docusign applicable or not.
Signed by If DocuSign applies, this fields shows; select who may sign the document: external only; workflow assignee only, both external and assignee can sign.
External only: also specify in which status should be signed.
Assignee only: also specify in which status should be signed.
Both external and assignee: also specify if both should sign on the same status yn and which status; OR if external and assignee need to sign on different statuses, specify for both external and assignee in which status they must sign the document.
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Figure 13: Add a new category
3 dot menu: Delete Use this to delete a category. This is only possible if the category is not used yet.

####Retention rules

In the second tab you can set up retention rules per category per legal entity. Here you can select retention rules from the retention rules setup. You can add up to 3 retention rules per category per legal entity. In this way you can for example arrange archive after 1 months from termination date and delete after 1 year from termination date.

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####Update document process

In the third tab, you can arrange how the process is for updating documents for the document category.

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