## Document Types

KnowledgeTree uses Document Types to group documents in the repository. This allows you to search for and manage your documents by 'Document Type', e.g. Invoice, Report, Template, Order, etc.

For each Document Type, you can create a collection of fields, called 'fieldsets', and then associate the fieldsets (one or more) with selected Document Types. For example, for an 'Invoice' document type, you could create a fieldset called 'Invoice Details', for which you can create a collection of fields, such as: Invoice Number, Customer Name, Date, etc. When a user adds a document of the type 'Invoice', the fields display, and the user is required to enter field values, such as the invoice number, the name of the customer, and the date. When adding fieldsets and fields, you can specify whether they are 'required' - i.e. whether the user is must enter values for those fields.

Note: Fields, Fieldsets, and Document Type are Metadata - they are descriptive references for documents in the repository.

## Working with Document Types

### How to Add a New Document Type

- 1. On the Document Types page, enter a name for the new document type in the Name field.
- 2. Click Create.
- 3. On the document type configuration screen that displays, you can:

- change the document type name (click Change to save the new document type name)
- associate one or more fieldsets with this document type (available fieldsets are listed in the Available Fieldsets menu; or you can add more fieldsets in the Fieldset configuration section of DMS Administration, and then return to this page to associate additional fieldsets). When you're done, click Associate Fieldsets.

### How to View Existing Document Types

- 1. Existing document types are listed in a table on the Document Types page. The table provides access to the following configuration options:

- Edit document type (edit document type name and associated fieldsets)
- Enable / disable the document type
- Delete document type (if the document type may be deleted)

### How to Edit a Document Type

- 1. View existing document types in the table on the Document Types page.

- 2. Do you want to ...

- change the document type name? Click the Edit icon in the Edit column for the relevant document type. On the editing screen, change the name of the document type. Click Change.
- associate or disassociate fieldsets on a document type? Click the Edit icon in the Edit column for the relevant document type. To associate fieldsets, on the editing screen, select fieldsets in the menu; then, click Associate Fieldsets; Or, to disassociate fieldsets, on the editing screen, select fieldsets you want to remove from this document type; then, click Disassociate Fieldsets.

### ENABLE OR DISABLE A DOCUMENT TYPE

- 1. View existing document types in the table on the Document Types page.
- 2. Click on the icon in the Enable/Disable column for the relevant document type. If the document type is currently disabled, clicking the icon enables the document type; if the document type is currently enabled, clicking the icon disables the document type.

### EDIT A FIELDSET ASSOCIATED WITH A DOCUMENT TYPE

- 1. View existing document types in the table on the Document Types page.
- 2. Click on the fieldset you want to edit (listed in the Associated Fieldsets column for the relevant document type).
- 3. On the Edit Fieldset page, to edit the fieldset name, description, and to define whether the fieldset is generic, click Edit these details); you can also manage (add, edit, or remove) fields in the fieldset.

### DELETE A DOCUMENT TYPE

- 1. View existing document types in the table on the Document Types page.
- 2. Click the delete icon in the Delete column for the relevant document type.
Note: You may only delete document types that have no associated documents in the repository - i.e. you cannot delete the 'Invoice' document type if you have documents in the repository of the type 'Invoice'. This prevents the removal of required metadata. You may however 'disable' a document type if you have no further use for it.