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Editing, Disabling, and Deleting Items in a Document Type List

A document type can easily be edited by changing its name, description, and retention period, or by assigning it to a different document group. A document type can also be temporarily disabled if it will be needed again in the future, or permanently deleted if your company no longer uses this type of document or does not wish to track it any longer.

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

Name field

If you want to edit the name of a document type, click inside the Name field to make it editable, and type over the existing text.

F

Group list

If you want to assign the document to a different document group, click inside the field to activate the list, and then make a different selection in the list.

G

Description field

If you want to edit the description of an item, click inside the Description field to make it editable, and type over the existing text.

H

Retention Period field

If you want to change the amount of time (in months) that this document type is retained in the system after the status of the Contract Profile is set to Inactive, click in the field to make it editable, and then change the value. To retain the document type indefinitely, set the field to 0.

I

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.

J

Disabled check box

If you want to make a document type temporarily unavailable, locate the document type and click inside its check box.

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

Delete button

If you want to delete a document type, click on its icon to display a Delete Confirmation prompt. Select the Yes option in the prompt to delete the document type.

M

Save button

Click to edit, disable, or delete the item selection in the document type list.

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