Classification

Classification means the division and systematic classification of concepts into classes, groups, types, etc. according to certain common features.

The classification scheme is prepared according to the needs of classification of documents within the company. Register can be accessed from administration panel or menu: Settings - Documentation - Classification.

In the left panel the tree structure classification plan is shown. Classifications are entered in the table by defining Code and Material of classification, Parent classification, it will also be displayed in a tree structure, the validity of documents classified by this classification (usually years, can also be determined in days or months), clerk, note and Escalation (the default is 8 days). Select Storage for documents and all documents with selected classification in documentation module will be automatically stored to selected storage. Select a workflow for a classification and it will be started when a document is classified.

In Metadata panel there is an option for adding custom fields for each Classification. Before using fields of metadata, they must be set up.

Copying metadata from other Classification is possible by using  -

In Authorizations panel you have access to set permissions for each Classification.

In Documents panel there are existing documents listed for each classification.

Advice:

The classification plan can be downloaded from Datalab Web server, by clicking the Import / Export and Transfer registers. Only a basic classification scheme is transferred and can serve as a model (shown in figure). Every company on the basis of internal regulations or internal requirements supplement the existing classification scheme or extend classification scheme with additional classification codes.

The procedure of transfer of basic classification scheme from Datalab Web server is made in the same way as it is already available in other similar code lists, for example download the new tax rates, chart of accounts, countries etc.

Creating and editing classification scheme is also shown in a video.

Document export by classification

Select Export documents from a menu .  All documents that include selected classification are listed here. Exported files can be named with Subject, Classification or Custom prefix.

When closing form of Classification Scheme all settings for used archive are checked. If there's any missing settings for archive, archieving in Documentation module is not possible and an Error message is opened to remind us.