New in AM2004: Document Type Security extension

Starting with AutoManager 2004 there is more control over when Document Types can be used. This can be configured using the 'Availability' option. See also Starting with Document Type Availability.

Availability: Never

By setting the availability for a Document Type to 'Never' users are prevented from creating new documents of that type. This option can be used to make a document type obsolete without deleting it from the configuration.

Note:

It is not recommended to delete Document Types from a vault configuration. Outdated revisions of existing documents may still rely on the Document Type in question.

Availability: Depending on the "Create Document" privilege

This option only applies when the Document Type Security option is enabled.

The 'Create Document' privilege (for a Document Type) depends on the Role Assignments on the Folder or Work Area that the document will be created in. In other words, the user's Role determines which Document Types are allowed to be used.

A new dialog box has been introduced that will hide Document Types the user is not allowed to create (see below).

Availability: Always

Select the 'Always' option if the user should be allowed to select this Document Type, regardless of the security on the folder.

The EDM Server will still enforce the 'Create Document' privilege. But if the vault contains a Field Path relation the document is not necessarily created in the selected folder.

New Document dialog

With the Document Type Security option enabled, users will see a specially designed dialog box when creating new documents. This dialog box enables the user to select the desired Document Type and template.

In the Configurator, descriptive text can be added for Document Types and templates. These texts will be shown as tool-tips in the 'new document' dialog box. This dialog box will show the Document Types that the user is allowed to create in the selected folder. It will also list Document Types with the 'Always' option.

To bypass the security of the selected folder, the user can check the 'Show all document types' option. This will make the full list of Document Types appear. The grayed out types cannot be created in the selected folder.