Creating a Category

Category is a document or several documents, which concern one subject or activity. Categories are used for systematizing and storing documents of certain types. Categories store registered documents.

You can create a category in Web Application, in Administration – Document Management – Records Classification Scheme (fig. 1).

Fig. 1. Buttons for adding a category

After you click Add Category a dialog box opens (fig. 2), where you have to enter the category name.

Fig. 2. Dialog box for adding a category

In the Allow to reserve the number field, you can specify, if it is necessary to reserve registration numbers for a document in a record card. If you select Yes, then you will be able to select a reserved number at the registration stage.

Index is prefix, which will be added before the document number, if the {$GroupIndex} variable is added to the Number Template field in the document's record card. You can use any characters in the index or insert system variables.

To select a system variable, click

(fig. 3).

Fig. 3. Selecting an index for a document number

To add system variables, add the Section object property, save changes, publish the object and restart the server.

Retention Period – document retention period after registration. When the retention period is over, documents are moved to archive.

Document numeration can be manual or automatic. If you select automatic numeration, you can use continuous numeration with other categories (fig. 4).

Fig. 4. Using manual numeration

Rename the document after registration – this parameter allows adding record card information to the document name. To do so, you have to configure the document name template in ELMA Designer, document type page, Description tab. If the document name template includes record card attributes, they will not be displayed before the document is registered. That is why the document name has to be generated again to display the record card attributes.

Click Save to create and add the category to the records classification scheme.

Category page

Category page includes two tabs: General Information and Document Types (fig. 5).

Fig. 5. Category page

General Information – this tab displays information, added when creating the category (fig. 5).

Document Types – this tab displays document types, which can be registered in this category.

Fig. 6. Category page. Document types tab

You can configure correspondence between docflows and record cards in ELMA Designer, on the document type page, Forms (Views) tab. If the correspondence is not configured, you will not be able to select the document type.

To add a document type:

click Add and select the document type from the drop down list in the opened dialog box (fig. 7);

Fig. 7. Selecting a document type
click Save to add a document type.

To delete a document type from the category page, click Delete.