| Is active |
Determines wether Classification is active or inactive. When creating new Classification, it is active by default. When Classification is inactive, it is coloured in red in all drop-down menus and it cannot be selected, only if granted by authorization. |
| Full-text Search |
By checking the Full-text-Search (FTS) checkbox, all new documents of this classification will be automatically indexed and uploaded to the FTS folder in the eDocumentation cloud.
This makes all documents immediately searchable.
Full-Text Search (FTS) allows fast text searches of document data thus enabling searches even on scanned documents. Entering a search string in the field displays all documents that contain the search term anywhere in the text or in the document.
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| OCR |
After checking the OCR checkbox, file formats can also be specified.
This means that all new classification documents matching the selected formats will be automatically sent for OCR reading as soon as they are uploaded to the DMS.
This allows for seamless and automated document recognition and processing. |
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ID
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An alphanumeric code is specified in the field, which serves as a unique classification identifier.
Upon downloading the classification scheme using the Web services the code is already defined.
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Material
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Enter any description in the field or the name of the individual classification. The easiest way to imagine this is the way you used to stick a sticker on a folder.
Upon downloading the classification scheme using the Web services the material type is already defined.
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Type of Material
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In the field, you can choose from the following preset types:
- Archival material - is documentary material that has lasting significance for the business long after its creation (e.g. registry data, land data …)
- Permanent documentary material - are all types and forms of records that were created or received during the business of legal and natural persons, which are not considered archival material by law, but have a statutory retention period
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Validity
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Shows the period for which the document must be kept.
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Validity Type
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The field contains the time unit of validity of the documents stored at a certain classification. The following options are available:
- (None) – without tag
- Days
- Months
- Years
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Person responsible
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In the field from the drop-down list of the Subjects register, the person responsible, i.e., the classification administrator is chosen. You can choose between contact persons of the company. Active and inactive contacts are displayed.
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Superior
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In the field, we specify the parent classification and thereby place it in the hierarchy of classifications. For example the subordinate classification Members of CZ units is the superior classification CZ – National Guard.
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Escalation (days)
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In the field, enter the number of days that the associated person responsible has available to confirm, edit or sign the document. If the person responsible does not approve the document within a certain period, it is transferred for approval to a superior person, who is specified in the hierarchy of the job positions register. The default value is 8 days.
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Worfklow (eWorkflow)
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In the field from the drop-down list, select a workflow that will be run when you place a document in this classification. For example in the case of documents with the eInvoice classification, the Import eInvoice business process is started.
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Storage
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In the field, specify the storage or the place where the document will be stored. You can choose between:
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| Save history |
By selecting this checkbox, all changes made to files of a document are saved. Changes can be reviewed in Files tab of Documents form, by clicking on History button.
This feature is only avaliable for classifications that use eDocumentation as thir storage.
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Note
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The field is intended for entering an arbitrary note for the classification. You can write down bookmarks in it, which make it easier to place documents in the appropriate classification.
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