Creating and editing classifications

The Classification can easiest be described as a binder into which you insert the documents of the same type. Nowadays, electronic documentation is sorted using classifications and the Classification Scheme.

The classification of documents enables you to sort and group documents according to their properties and marks the group of documents, into which it belongs. When the classifications are determined, documents are easier to sort, and therefore find.

Aside from sorting documents, the classification also determines the handling of documents. It determines in which Storage the documents will be stored (eDocumentation, Certified eDocumentation, Local eDocumentation, No Storage), how long they will be stored, and so on.

If you want to use a specific classification (binder) and place documents in it, you can either adjust the existing classification, or create a new one according to your needs and determine the required settings. Below, see the instructions for creating and editing classifications.

HINT After successfully transferring the pre-prepared Classification Scheme via Web Service into the register, you can continue with creating and editing classificaitons according to your company's needs. For the technical instructions and field descriptions, see the chapter Classification Scheme.

CASE SUMMARY The Tecta company carries out tent assembly projects. The company wants to correctly store project documentation, as this documentation is the base for invoicing. For this purpose, the company issued an internal document for storing project documentation and suitably supplemented the Classification Scheme. The person responsible created new additional classifications and determined the required settings as follows: Creating a new classification Entering general data of the classification Metadata

HINT For storing project documentation, time limits set by the contracting authority, as well as time limits set by legislation apply. If the contracting authority e.g. determines that certain documentation must be stored for 8 years and the legislation determines that the documentation must be stored for 10 years, the documentation must be stored for 10 years. For more information, see the chapter Legislation and Acts.

1. Creating a new classification

The person responsible in the Tecta company wants to add a new classification for storing project documentation into the Classification Scheme, transferred via Web Service.

HINT For more information about the process of transferring the Classification Scheme via Web Service, see the use case Transfer Pre-prepared Classification Scheme.

The person responsible selects the Settings | Documentation | Classification Scheme menu.

To create a new classification, the person responsible clicks the (Insert record) button in the toolbar.

In the table of classifications, a new record is created.

Next, the person responsible enters data into the fields.

2 Entering general data of the classification

Into General data of the classification, the person responsible enters data.

The person responsible places the new classification into the Classification Scheme by entering the code. In this case, the person responsible enters 5531 into the ID field.

The person responsible determines the classification's superior classification by selecting 553 - Projects from the drop-down list in the Superior field.

HINT To navigate the Classification Scheme easier, use the Find classifications field.

After selecting the superior classification, the classification is placed into the Classification Scheme.

In accordance with the company's internal document, the person responsible enters the name of the classification into the Type of Material field.

In this case, the classification will be used for storing project documentation for assembly within the EU.

According to the company's internal document, the person responsible determines the classification's Type of Material and its validity of storage.

In the Type of Material field, the person responsible selects the option: Archival Material from the drop-down list, as this is the material that has a lasting significance for business long after its creation.

HINT For more information on the differences between documentary and archive material, see the article What is archive material (in Slovenian). The rules for archiving, or storing material for specific activity, or material type, are regulated with the Protection of Documents and Archives and Archival Institutions Act.

The person responsible determines the Validity: 10, and in the Type field, selects the option: Years from the drop-down list, so the documentation will be stored for 10 years.

The person responsible for classification will be Adele Administrator.

To do this, the person responsible selects: Adele Administrator from the drop-down list in the Person Responsible field. This enables easier serching in eDocumentation.

The person responsible sets the number of days of escalation in the Escalation (days) field to 8; the person responsible wants the task to be done in this time, otherwise it will be moved to a different user.

In the Workflow field, determine the default eWorkflow that automatically runs when archiving a new document with this classification. If the eWorkflow is not defined, leave the field empty.

In this case, you want the project manager to confirm these documents, so the person responsible selects eWorkflow Confirmation of Document.

Because this type of project documentation does not require special storage prescribed by law, but the placement into the digital archive is intended mostly for faster access, the person responsible determines the cheaper, regular storage (eDocumentation) in the Storage field.

Changes of a classification's settings are confirmed by clicking the (Post edit) button in the toolbar.

In accordance to the internal document for storing project documentation, the person responsible creates another Classification: "Project documentation for assembly outside EU" in the same way.

Next, the person responsible enters metadata.

3. Metadata

In step three, the person responsible sets crucial data, or Metadata for the classification. Metadata enable easier searching and work with documentation. The person responsible also sets the mandatory Metadata entry.

The person responsible wants to copy metadata from the created classification "Not Classified", which is selected in the Category field.

By clicking the Copy button, the metadata is copied.

On the classification, the person responsible wants to use metadata from the document fields about subject and classification.

To do this, the person responsible marks the checkbox in the lines of selected metadata in the Visible field, or Display Name: Subject and Classification.

The person responsible also wants the metadata entry for Subject and Classification to be mandatory. For this purpose, the person responsible keeps the checkboxes for the lines Subject and Classification in the Mandatory column marked.

To the classification, the person responsible wants to add a new metadata for manually entering data: No. of project contract.

The person responsible selects the last line and presses the downward key on the keyboard.

In the Display Name and Variable Name fields, the person responsible enters: No. of project contract.

HINT The Display Name and Variable Name are mandatory fields.

The person responsible checks the Mandatory and Visible checkboxes.

Changes are saved by clicking the (Post edit) button in the toolbar.

HINT The Documents tab on the classification enables a quick overview of saved documents of the selected classification. The documents in documentation are accessed through the Settings | Documentation | Documents menu.