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Conga Support

Adding an Item to a Document Type List

Administrators are responsible for adding individual Document Types and associating them with a Document Type Group once the appropriate group has been created. The Document Type field is populated in the Document Profile screen whenever a user adds a new document to a Contract, Company, or Project Profile or uploads a document to a workflow. This field is required so that documents can easily be located using the program's Search and Reports features. For example, a report can be run showing all contracts that have a document type of "Executed Contract" in order to locate contracts with a signature copy attached.

  A Document Type Group must be created before a document type can be added to the system.

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A

Navigation Toolbar

Click on Admin to display the menu, and select Lists to display the List Administration screen.

Note: If the Lists link is not in your Admin menu, you do not have the permissions to use this feature.

B

Fields List category

Locate the Document category by entering "document" (or "docu") in the Search field, and pressing the Enter key on your keyboard. To clear the search results, click on the icon.

Note: There are two lists in the Document category (i.e., Document Types and Document Type Group).

C

Document Types list

Click to display the existing items in the list.

D

Excel button

Click if the list of document types is lengthy, and you want to view the list in an Excel spreadsheet. The Excel application launches and displays a spreadsheet with an easy-to-view listing of all document types.

E

Add button

Click to display a New Item record with editable fields. The New Item record displays at the bottom of the list.

F

Name field

Click on the New Item text, and enter a name for the item exactly as you want it to appear in the Document Type list.

G

Group list

Click in the field to activate the list, and then select the appropriate group for this document type.

H

Description field

Click on the Default Description text, and type the information or instruction you want to display when the user "mouses-over" this item.

I

Retention Period field

Click in the field to activate it, and enter the amount of time (in months) that you want this document type to be retained in the system after the status of the Contract Profile is changed to an Inactive status. If you want the document type to be retained indefinitely, leave the value at 0.

Note: If a retention period is set, a document uploaded to a Contract Profile will be marked as Inactive and automatically purged from the system at the end of the retention period once the status of the Contract Profile is changed to Inactive. For example, if the status of the Contract Profile is changed to Inactive on 11/30/2016 and the retention period is 12 months, the document will be purged on 11/30/2017.

Important: The Retention Period option is applied only to documents uploaded to a Contract Profile. Global documents and documents uploaded to a Company Profile or Project Profile are not impacted by a defined retention period.

J

Analyze Clauses check box

Select if you want the Clause Identification and Management feature to be applied to this type of document when a user uploads a document of this type to a Contract Profile.  See the Novatus Clause Identification & Management User Guide.

Note: This feature is optional in Novatus Contracts, and therefore, the Analyze Clauses check boxes may not be present.

K

Role Security check box Select if you want to be able to restrict user access to this document type using role-based security.  If this document type is selected, it appears in the Role Profile screen under Document Types, where you can grant or deny users with this role the ability to view, create, edit, or delete this document type.

L

Save button

Click to add a new item selection to the document type list.