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Document Groups

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Purpose

The purpose of this function is to create and maintain Document Groups that can be applied on Document  Master to identity the group a document associates with.

 

Similar to a Document type, that is applied to categorize documents into types, the Document group can group documents with similarities together.

 

The major difference is that where a document type also carries additional default values and rules that are applied to linked documents, the document group merely serves as a grouping attribute that can be applied in document searches.

 

A document may for example have a type 'Policies', but can have a group e.g. HR Policies or Procurement policies.

 

hmtoggle_plus1Where do I find this functionality

The function can be accessed directly from the Menus and Specific function.

On the Menus, it resides under Document Management (but this is customizable and can reside under a variety of menu tabs).

 

hmtoggle_plus1Number Control

Number control is not applicable.

 

hmtoggle_plus1Technical (Database) Detail

Table "DOCUMENT_GROUPS"

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Active

Purpose

This field is presented as a checkbox, to indicate if the Document Group is active or not. When Document master records  are added, only an active document groups can be selected.

If the checkbox is checked, the Document Group is active and if unchecked, the Document Group is no longer active.

 

When a new document group is added, the check box is automatically checked and disabled, with the result that any new document group that is created is regarded as being active.

 

Impact of changing the value

When Document master records are added, only an active document group can be selected. Setting the group to inactive will thus prevent it's future selection on new or existing documents  in the system.

 

Use in conjunction with

It is suggested that once a document group has been set to inactive, that the function "Document Analysis" is applied to determine which documents in the database are still linked to this inactive group in order to take corrective actions where deemed necessary (Document analysis provides an option to search for documents with a selected grouping code).

 

Population and Display Rules / Data Source

If the field carries a value of 1, the check box appears as checked, meaning 'yes'

If the field carries a value of 0, the check box appears as unchecked, meaning 'no'

 

Table

Document_Groups

Field

Active

Data Type

bit





hmtoggle_plus1Add

Purpose

This command button is clicked to add a new Document group in the system.

The button will enable if a unique (non-existing) document group is typed in the field "Document group code".

 

Security Settings / Who can change

Document Group add-rights required to add a new document grouping

hmtoggle_plus1Change

Purpose

This command button is clicked to change data for a selected Document group in the system (e.g. the description or active status).

The button will enable if an existing document group is selected in the field "Document group code" and if the user has the required change-rights.

 

Security Settings / Who can change

Document Group change-rights required.

hmtoggle_plus1Delete

Purpose

This command button is clicked to delete the record for a selected Document group in the system.

The button will enable if an existing document group is selected in the field "Document group code" and if the user has the required delete-rights.

 

A Document group cannot be deleted once it has been linked as the group for 1 or more documents in Document Master.

 

Security Settings / Who can change

Document group delete-rights required to delete a record

 

Tips

A group cannot be deleted once it has been specified as the Document group for 1 or more documents in Document_Master.

 

If the system prevents the deletion due to the above rule, you may  set the status to inactive to prevent future use of this document group on any of the associated functions.

 

Alternatively, you can determine which documents are linked to the group you intend to delete, then change the document group to another valid value on the related documents and then re-attempt the delete transaction.

 

The function 'Document Analysis' allows document searches per group.

hmtoggle_plus1Description

Purpose

This field is presented as a text box, to specify and maintain the description for a document group.

A value must be entered for this field, up to a maximum length of 50 characters.

 

Impact of changing the value

None other than displaying the new description on all functions where the group code and description are displayed.

 

Table

Document_Groups

Field

Group_Description

Data Type

varchar (50)

Minimum Length

1 character



hmtoggle_plus1Document Groups Code

Purpose

This field is presented as a text box, to specify and maintain  the valid document groups that can be applied for Documents in the Document Master to group like documents together.

It is the primary key for the table Document_Groups and a  value must be entered for this field, up to a maximum length of 10 characters.

 

Impact of changing the value

Cannot be changed

 

 

Table

Document_Groups

Field

Doc_group_Code

Data Type

varchar (10)

Minimum Length

1 character



 

 

 

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