Configure a Document Type

Contents

• Overview
• Pre-conditions
• Steps
• Supplementary Information
• Notes

Overview

Document Type Relationship and Lineage Viewing

In the regulatory and compliance space, it is key to understand the relationships between different types of documents, whether they are:

• Regulations
• Enforcements
• Policies
• Procedures
• Controls
• Etc...

In the Clausematch platform, once configured in the Admin Panel module, a document type can be chosen when creating a document in Policy Management.

Afterwards, in the document's metadata form*, document owners can pick out connections for their document to other documents that are of different document types, which builds out a relationship structure between your documents.

This then allows the multi-level lineage between any selected types of documents to be specified and viewed within different parts of the platform.

• Policy Management:
  • Policy Management Collections (a PM collection is a group of documents that match a specified set of criteria)
    • A collection is automatically created and managed for any document type.
  • Compliance dashboard
• Policy Portal
  • Policy Portal Collections (a PP collection is a group of documents that match a specified set of criteria)
    • A collection is automatically created and managed for any document type.

Purpose Configuration

A Document Type, apart from its name and the industry-standard definition assigned to it, allows the configuration of various aspects of any document that is to assign its type to better fit the purpose of any document that belongs to that type:

• Template - Define if any, what the default template should show during document creation when a user selects this Document Type.
• Base:
  • Paper-based:
    • Ideal for detailed content like policies, procedures, or guidelines. This type supports rich text, allowing you to draft and structure comprehensive documents with sections, paragraphs, and formatting.
  • Metadata-based:
    • Perfect for document types like controls, obligations, or compliance checklists that focus on key data points. This type contains structured fields to capture metadata without the need for rich text content.
• Editable
• Document Actions (whether any of the following can be done to it):
  • Archive
  • Clone
  • Clone as Template
• Collaboration:
  • Approvals
  • Comments
  • Tasks
• Document Vault - Control backup options for these documents.
  • This option will be affected if Document Vault is enabled.

Document Type View

This configures how the corresponding module collection (collection being a group of similar documents) is visually presented to the end user when they're viewing said collection in a particular module.

The following aspects of each module's view can be configured:

• Default View:
  • List
  • Table
• List View Metadata - What default metadata fields appears in what order when List View is selected, either automatically or manually by the end user
• Table View Columns - What default columns appears in what order when List View is selected, either automatically or manually by the end user

Pre-conditions

• System Level Permission: 'System Administration'
• The Document Types master toggle is switched on in the Platform Configuration tab in Admin Panel.

Steps

Configure Document Type

1. Navigate to the Admin Panel module through the grid selector in the top pane when outside of a document. 
   
   
2. Switch to the Document Types tab.
3. If creating, click +Document Type, if not click the existing Document Type.
4. Configure any of the following aspects:
   1. Base:
      1. Paper-based (has text content filled in by document users)
      2. Metadata-based (has no text content, only has metadata fields)
   2. Info:
      1. Name
      2. Description
   3. Design (how does the document icon look for this document type):
      1. Icon (what letter is next to it)
      2. Select Color
         1. (Optional): You can enter a hex color code.
      3. Toggle - Show Document Type label
   4. Functionality:
      1. Editing - Whether the document is editable or not. Useful for documents that are managed outside of the platform.
      2. Document Actions:
         1. Archive
         2. Clone
         3. Clone as Template
      3. Collaboration:
         1. Approvals
         2. Comments
         3. Tasks
      4. Document Vault - Control backup options for these documents. This option will be affected if Document Vault is enabled.
   5. Policy Management:
      1. Default View
      2. List View Metadata
      3. Table View Columns
      4. Document Preview Card
   6. Policy Portal:
      1. Display - 
      2. Default View
      3. List View Metadata
      4. Table View Columns
      5. Document Preview Card
5. Click Create Type / Save Type.

Supplementary Information

Document Card Preview

As configured in the corresponding section, like Policy Management, you can preview the document card as if you were in the module as an end user and you had the List view mode on for the Document Type collection.

Show/Hide Document Types during Document Creation

If needed, you can show/hide the Document Type selector in the Document Creation modal by going to the Platform Configuration tab and toggling Show when creating a document.

Show/Hide Policy Management Collections corresponding to specific Document Types

Users in Policy Management by default can see each system-generated collection corresponding to its specific Document Type.

You can decide for each one whether to hide/show it in the Platform Configuration tab, as well as its order if shown.

Connection Pickers in Default Table Views

You can add specific connection picker fields in the table's columns for any Document Type so as to affect the default table view of that Document Type's collection in Policy Management.

This provides a more comprehensive view of the connections that a particular document type has.