Defining Document Parameters Before using the Managed Documents application, the user with the document_management_admin role needs to set the parameters that define the kinds of documents to be managed through the application. Managed Documents provides both base and custom parameter options. Defining Document Parameters The following document parameters should be defined: Type: identifies the purpose of the document. The type also determines the default document format and name format. Classification: indicates the security level assigned to the document and determines who can view or edit the document. Audience: specifies the intended readers of the document. Name format: specifies the name format to use when a document revision is added. Name components: are individual identifiers used inside a name format. Name components define a reference path (often by dot-walking) that holds the value specific to the document. Approval rules: determine which approvers are added to documents (in addition to the Reviewers specified on the document record). Defining Types To define a new type, navigate to Managed Documents > Administration > Type and click New. Field Description Name A unique name for the type. Code A short code for the type. Referenced as a name component for the name format. Label A label to display in the Type choice list. Name Format The name format that documents of this type will use. Order A number indicating the type's sequence in the choice list. The following types are available in the base system. Name Code Label Name format Order -- None -- null -- None -- null 1 policy POL Policy Default Policy 2 guideline GUI Guideline Default 3 procedure PROC Procedure Default 4 contract CON Contract Default 5 Note: For documents with a Type of Contract, a Contracts related list appears on the document record, listing any contracts the document is associated with. Defining Approval RulesTo define a new approval rule, navigate to Managed Documents > Administration > Approval Rules and click New. Defining AudiencesTo define a new audience, navigate to Managed Documents > Administration > Audience and click New. Defining ClassificationsDefine a new classification on the Classification form.Defining Name ComponentsName components define the document values used in the name format.Defining Name FormatsThe name format automatically generates a name for a document revision by arranging name components in a standard code to match naming conventions.