Summary
Document settings are a crucial aspect of managing various document types. These settings enable the association of compliance policies, templates, and retention and destruction policies. They play a significant role in managing documents efficiently, effectively and securely. By following established document settings, you can ensure that your organization’s documents are properly categorized, maintained, and aligned with legal and regulatory requirements. The added benefit of using document settings is a streamlined process, with the ability to retrieve documents quickly when necessary. This results in increased productivity and a more secure environment, which is essential.
How to use it
You can access the Document Type section under Settings in the top-right corner of the screen.
Once in the system, you have the following options:
- Specify the name and description of the document type.
- Add a template (Note: templates are currently only available in HTML format, but our support staff can assist with custom templates).
- Set a destruction policy based on the document type.
The destruction of a document means it will be soft deleted from the library according to the specified schedule. For example, if the document type expiration is set to 1 year, then 1 year after the document was last modified, it will be moved to the deleted queue. If the document is linked to a compliance policy, that policy will be removed from the document.
Please note that some document types are system-driven and cannot be removed.
Where to use it
Documents are used across contacts, entities, relationships, policies, and procedures. You can access documents within the individual sections of contacts, relationships, or entities, or use the left menu to access the global Document Manager.
Tips
- When you add or update a document type, you can create a template for that kind in document settings
- Specifying the destruction time is useful for that document to automatically expire