Sage Paperless Construction Help

From the Documents dropdown, click Categories.

The following page displays:

Click ADD.

The Category Properties dialog displays on the GENERAL tab.

In the Category Name field, enter a name that make sense for the document types you are grouping in the category.

In the Subcategory Of field, accept the default of None or select an existing category from the dropdown list.

The Active check box is selected by default. If the new category should remain inactive, deselect the check box.

In the Default Description field, enter a default document description "template" for use later when creating new document types.

Click Save.

On the Category Properties page, click the Document Types tab.

Click Add Document Types.

Select all of the the document types you want to include in the selected document category.

Click Save and return to the updated Document Types grid.

The Document Types tab redisplays and includes the document types you added.

Click Add.

The Create Document Type - General Properties dialog displays:

1. In the Name field, enter the document type name. This is a required field.

   Note

   For example, the new document type could be called "Project Contracts."

2. In the Description field, enter a description of the document type. This is a required field.

   Note

   For example, the new document type description could be "Contracts from Vendors."

3. To be notified when a possible duplicate index type is identified, select the Warn if Required Index Index Types are Duplicated when Indexing check box so a warning generates.

   Note

   If this check box is populated, the system checks to see if there is already a document in the system with the same required field values. If one is identified, you are presented with options. For more information, see How to Use the Sidebar in Sage Paperless Construction.

4. The Active check box is selected by default.

5. Click Next.

In the Create Document Type - Index Types dialog:

1. Click Add Index Type.

2. In the Add Index Types dialog, select the appropriate index types.

   Important

   A document must be associated with at least one index type to be stored in the Sage Paperless Construction system.

3. Click Save.

   The Index Types dialog redisplays, populated with the choices you made in the Add Index Types dialog:

4. For each index type listed, click the Required column check box, the Multiple column check box and/or the Allow eCapture check box.

5. Click Next.

In the Create Document Type - Default Documentation Description dialog:

1. Enter a default document description to the document type.

2. Type an @ symbol to include Index Types in the document description.

   Note

   The default document description is automatically assigned when the document is indexed and stored in Sage Paperless Construction. This ensures that all documents are consistently named. The description can be built using static text, as well as values stored in index fields.

3. Click Next.

In the Create Document Type - Default DocRoute™ Description dialog:

1. Enter a default DocRoute™ subject for this document type.

2. Type an @ symbol to include Index Types in the DocRoute document description.

3. Click Next.

In the Create Document Type - Document Type Categories dialog:

1. Click Add Category.

2. Click to select the appropriate categories:

3. Click Save.

4. The Document Types Categories dialog redisplays, populated with the choices you made in the Add Categories dialog:

   Important

   Be sure to select the check box of all categories you selected.

5. Click Next.

In the Create Document Type - Snapshot Options dialog:

1. Determine the relationship with snapshots and this document type. Choose from Manual, Automatic and Prompt options. For more information, see Configure and Take Document Snapshots.

2. Click NEXT.

In the Create Document Type - Retention Options dialog:

1. Set the retention details.

   Note

   These settings determine the period of time that must elapse before the purging process can delete the documents from primary storage.

2. Click Next.

In the Create Document Type - Assign Security Groups dialog:

1. Click Add Security Group.

2. Click the check box(es) for the appropriate security group(s) to be associated with this document type.

3. Click Save.

4. The original Assign Security Groups dialog redisplays, populated with the choices you made in the Add Security Groups dialog:

   Important

   Be sure to select the check box of all categories you selected.

5. Click Next.

In the Create Document Type - Assign Backfills dialog:

1. Click Add Backfill.

2. (Optional) Select the check box of the backfill(s) to associate with the document type.

3. If a backfill was selected, click Save. If you did not select a backfill, click Cancel.

   Important

   Be sure to click the check box of the backfill(s) you selected.

4. The Assign Backfills dialog redisplays, populated with the choices you made in the Add Backfills dialog:

5. Click Create.

   Your new document type has been created.

Click Import.

An Import Document Types wizard dialog displays with a list of available standard document types:

Click the check box of the document type(s) you want to import.

Click Import.

The document type(s) you selected import systematically. The Document Types page updates and resembles the following:

Note

For more information on adding custom document types, see Add Document Types.

Once the import is complete, click to access the General tab.

In the Snapshot grid, Manual is selected by default. If you want snapshots to be performed automatically or for you to be prompted to take a snapshot with this document type, you must click either Automatic or Prompt.

If the system should check to see if there is a document in the system with the same required field values already indexed when any new document is indexed, then click the Warn if Required Index Types are Duplicated when Indexing check box. This check box is not selected by default.

Click the Retention tab. You must manually enter information in the fields located on this tab. See Edit Document Types for more information.

Click the Security tab. You must manually add security groups. See Edit Document Types for more information.

On the Document Types page, locate the document type in the list that you want to update.

Click the Edit icon.

Proceed through the tabs outlined in the table below and make necessary changes:

Table 1. Document Type Tabs

Tab	Options
General	The General tab contains basic information about the document type. Name field: The document name. This is a required field. Description field: A brief description of the document type. This is a required field. Default Description field: The default description is automatically assigned to the document when indexing and storing it in Sage Paperless Construction. This ensures that all documents stored in the system are consistently named. The description can be built using static text, as well as values stored in index fields. In the Default Description field, type @ to display a list of index types. Snapshot section: Choose how to document snapshots should be handled: Manual: Select this option (default) to require the user to manually take a snapshot. Automatic: Select this option to automatically take a snapshot of the document before any changes are saved. Prompt: Select this option to have the system prompt the user asking them if they want to take a snapshot before saving any changes to the document. Warn if Required Index Types are Duplicated when Indexing check box: Select to be notified when a possible duplicate index type is identified. Active check box: If selected, the document type available in the system. Note Document types cannot be deleted from Sage Paperless Construction but can be made inactive by deselecting this check box. This hides the inactive document type from any non-System Administrative users so they cannot inadvertently index new documents with this document type. You can continue to search for and display inactive document types.
Backfill	The Backfill tab is used to add or remove index “backfills” from the document type. Note Backfills are trigger mechanisms that populate additional related index values when users enter minimal information. These index values can come from Sage Paperless Construction lists or the bridged accounting system and other external databases. (See Set up Index Backfills for more information on configuring backfills details.) Click Add Backfill to display the Add Backfills dialog where you can select one or more backfills to assign to the current document type. To remove one or more existing backfills from the current document type, select the appropriate backfill(s) from the list and click Delete. Review the Remove Backfill confirmation dialog and click Confirm.
Categories	The Categories tab is used to assign categories to document types and assign the current document type to one or more document search categories. These categories are used to group "like" document types into a folder structure on the Search page. Note A document type can be assigned to more than one category. Click Add Categories to display the Add Categories dialog where you can select one or more categories to assign to the current document type. To remove one or more existing categories from the current document type, select the appropriate category from the list and click Delete. Review the Remove Category confirmation dialog and click Confirm.
Document Routing	The Document Routing tab contains default route subject functionality that once set up, you can reuse it whenever you send out a route and want to use the same subject format. When you have created a default route subject for a specific document type, and add a document associated with that specific document type to a route, the DocRoute™ subject is populated based on what you have configured here. Note This tab does not display if you do not have a DocRoute license. Default DocRoute™ Subject field: Type the subject line you want to display when you route documents of a specific document type and click SAVE. If you manually enter text in the subject field when creating the document route, it overrides what is entered here. Note For example, "Please review these invoices for project @Job Name." In this example, @Job Name is a placeholder for the corresponding index value which systematically populates.
Index Types	The Index Types tab displays the associated index types for this document type and the check boxes described below: Active: If selected, indicates that the index type is active and can be used to index a document of this document type. Required: If selected, indicates that a user must enter a value for the index type to index a document of this document type. This check box must be selected if you have selected the Warn if Required Index Types are Duplicated when Indexing check box. Multiple: If selected, indicates a user can add multiple values in an index field. For example, an AP Check may pay for more than one AP Invoice; selected for the Invoice Number index type so multiple invoice numbers can be entered when indexing the check document. Allow eCapture: If selected, indicates documents can be imported through eCapture. You can also add or remove index types for the current document type: Click Add Index Type to display the Add Index Types dialog where you can select one or more index types to assign to the current document type. To remove one or more existing index types from the current document type, select the appropriate index types from the list and click Delete. Review the Remove Index Types confirmation dialog and click Confirm.
Retention	The Rentention tab is used to configure the period of time that must elapse before the purging process can delete documents of the selected document type from primary storage. Retention Type dropdowns: Select the appropriate Retention Type for the current document type. This could be Date Indexed, Calendar Year, Fiscal Year or Date Index Type. Associated Index Type dropdown: This dropdown only shows if Date Index Type is selected in the Retention Type dropdown. Purge Period field: Enter the numerical value and related interval (months or years) from the Interval dropdown. For more information, see Purge Documents. Archive Period field: Enter the numerical value and related interval (months or years) from the Interval dropdown. For more information, see Archive Documents.
Security	The Security tab is used to assign vault groups that can access and work with the current document type: Click Add Security Group to display the Add Security Groups dialog where you can select one or more groups to assign to the current document type. To remove one or more existing security groups from the current document type, select the appropriate group from the list and click Delete. Review the Remove Security Group confirmation dialog and click Confirm.