Each document that's uploaded into Plexus must be given a document type. By categorising files with a document type, you can:
Facilitate the searching and filtering of documents in line with your company structure
Show or hide specific documents from users in line with your company structure by using organisation roles
Determine who needs to view reporting for documents using roles
Determine who needs to review documents using roles or delegation rules
Creating specific conditions for your custom questions and delegation rules
Client administrators are able to add and remove their company's document types from the Settings menu.
From the menu for Document types, you'll see a list of all document types available in the platform. You'll also see:
the number of roles with access a given document type
the number of documents assigned to that document type
the number of users who have the roles to access that document type.
From this document list, you can search for a document type in the list, or you can look at:
You can also click on any of the columns to re-sort the list.
Adding new document types
To add new documents to the platform, click the button to Create document type.
Enter the name of your new document type but choose wisely, because you'll be unable to change this once you save your changes.
Top tip! If you need to rename your document type, please create a new document type with the updated name, then reassign any pre-existing documents accordingly.
Don't forget to Save document type in the top right hand corner of the screen once you're done. The new document type will appear in your list.
You'll then need to assign your new document type to your existing roles so that your end users will have the correct level of access to any documents created with this document type in the system.
Editing the roles with access to document types
To edit the roles with access to a specific document type, click any document type that features in the document type list.
On the resulting page, you'll find a list of all roles that have access to that document type. You'll be able to remove access by clicking the Remove button on the far right hand side of the screen.
You'll need to head to the Roles menu if you would like specific changes to role visibility or if you'd like to add an additional role to this list.
Deleting document types
To delete a document type from the platform, click Delete document type from the bottom of the screen.
Where the document type has assigned documents, we'll prompt you to reassign those documents to another document type. Select a document type from the list, then click Reassign and delete to save your changes.
If you've changed your mind, you can instead click Keep document type to cancel.
Need further assistance with document types? Reach out to [email protected] for assistance.