Document Type

Document Type Administration

This section of the Department Admin area allows authorized administrators of the specified department to create new document types for their department.  A document type is defined as a categorization of a specific image, file, form, or document that will be captured, routed and stored in the IWS system.  For example: a Legal department may wish to bring their "Vendor Contracts" into IWS to route through a specified set of workflow queues to be processed and then ultimately stored in IWS for archive and future retrieval.  The "Vendor Contracts" is the Document Type in this example.  In the Document Type admin area, we will tell the IWS system how to classify, index, and route the "Vendor Contracts" each time one is brought into the system.  We will also be able to set security for what users and groups in the department can access the document type.

There are multiple versions of Document Types that can be setup in IWS for different purposes.  These are called "Form Types" and are defined in the Document Type section below.

Document Type (Tab)

In this first tab of the Document Type admin area, we can define all of the default settings for the Document Type.

• Document Type Name: The name of this document type that will display throughout the IWS system.
• Description: Enter a description of what this document type is used for in the IWS system.  This data is only viewable on this screen.
• Form Type: Select the type of form this document will be.  The definitions of each are below:
  • Audit Form: Used for the IWS auditing module.  If you need to create a form to use in the auditing process, this is the option to select.
  • Form Attachment: This form type can be used to create online forms that can be filled out and attached to an EXISTING primary document as it goes through workflow.  Only select this option for that special scenario.
  • Workflow Document: This is the primary form type used in IWS and is the standard to select for a regular document type that will be scanned, emailed to uploaded into the IWS system for workflow.
  • Workflow Form: Selecting this form type will allow you to create a custom online form using the Index/FormFields tab.  This Workflow Form will be the primary document going through workflow once it has been filled out by a user on the My IWS - New Workflow Task screen.  This document type will flow through workflow just like the Workflow Document form type does.  The only difference is this is an online form that is filled out inside of IWS rather than a scanned, emailed or uploaded document.  This document type is also automatically indexed based on the form fields that are filled out during form entry.  Therefore, the Initial Queue selected for this type of form should not be an indexing queue. Instead, it should route to a standard queue for processing or have workflow disabled if it is only being entered for storage.  Please be sure to setup any queue rules on the queue you route these to if you want automated workflow.