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Document Type Definitions

Document type definitions are used to classify and manage documents within an organization. These definitions help store documents in a more organized structure, making them easier to find and integrate into business processes.

Document type definitions play a critical role in quality management by optimizing compliance, auditing, and access processes.

The Role of Document Types in Businesses​

Document type definitions are one of the key structures that facilitate and standardize document management processes. The following points illustrate some of these roles:

  • Standardization: Documents are classified in a structured manner to prevent information clutter.
  • Access and Filtering: Documents categorized by type can be more easily listed and reported within the system.
  • Authorization: Different access and operational permissions can be defined for each document type.
  • Auditing and Traceability: Changes made to document types can be tracked more easily.
  • Reporting: Type-based analysis and reporting can be performed.

Classifying documents is not only an organization strategy but also a control and traceability mechanism.

Document Type Definition Process​

Document types can be created, edited, and authorized within the system according to defined rules.

Document Type Definition Page​

This page allows users to create a new document type or update an existing one.

Basic Document Type Information​

  • Code: A unique code must be defined for each document type.

  • Name: The type of the document (e.g., Chart, Strategy, Procedure, etc.)

  • Description: A brief explanation of the purpose and scope of the document type should be provided.

  • Status: Indicates whether the type is active or passive.

Authorization and Access Control​

Role-based authorization must be applied when defining and managing document types.

Authorization Roles​

  • Create: Permission to create a new document type.
  • Edit: Permission to update an existing document type.
  • Delete: Permission to remove unused document types from the system.
  • Report: Permission to view reports based on document types.

Warnings and Error Messages​

  • Unique Code Requirement: A document type with the same code cannot be defined more than once.
  • Missing Field Warning: The user should be warned if required fields are not filled in.
  • Permission Error: The operation should be rejected if the user does not have sufficient permission.
  • Type in Use: A document type already used in the system cannot be deleted, but can be deactivated.

User Tips and Best Practices​

1. Define Document Types According to Standards​

The document type list should reflect under which categories the organization's documents will be stored.

Best Practices:

  • Review document types regularly.
  • Deactivate unnecessary types.
  • Use clear and descriptive names for document types.

2. Set Up Authorization Structure​

Define who can perform actions for each document type.

Best Practices:

  • Only admin users should have delete permissions.
  • Reporting and editing permissions should be assigned separately.

Frequently Asked Questions​

Why Should the Document Type Code Be Unique?​

The code is required to prevent confusion between document types with similar names or purposes.

Can a Document Type Be Updated?​

Yes. It can be updated as long as its code remains unique.

What Happens to a Deactivated Document Type?​

Deactivated document types do not appear on new entry screens, but they remain in the system for existing records.

These rules and structures ensure that document type definitions are systematic, controlled, and manageable.