Classes / Subclasses
Classes and subclasses are document classes that are custom-defined categories for identifying and differentiating the documents in your library. The document classes that you create depend on your company and your library requirements. Document classes can be categorized by genre, department, region, and so on.
Classes/Subclasses determine:
The document’s default security status.
Whether a copy of the document can be echoed to a user’s local hard drive.
Whether to encryption the document.
The custom fields of profile information that are required for the document.
The day limit for the document to be marked for archiving.
Classes/Subclasses enable you to:
Search for the required class using the Search field.
Filter classes Echo, HIPAA Compliant, Default Security, and Required Subclass.
Create a class using the Create Class option.
Edit a class using the Edit option.
View the details of a class using the View option.
Create a subclass using the Create Subclass option.
Edit a subclass using the Edit option.
Filter subclasses Echo and HIPAA Compliant options.
Delete single or multiple classes or subclasses using the Delete option .
View generic table options in User interface overview section.
Searching for classes or subclasses
Use this feature to search by Alias and Description . It is available on the ribbon bar .
Figure: Search field
Filtering classes/subclasses
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Option |
Classes |
Subclasses |
Sub-option |
Description |
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Echo |
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Choose Yes to list the classes that have the value set to Yes and vice versa. |
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HIPAA Compliant |
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Choose Yes to list the classes that have the HIPAA compliant value set to Yes and vice versa. |
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Default Security |
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Required Subclass |
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If you choose yes, lists the classes that has the value set to Yes and vice versa. |
Creating a class
When you are on the Classes / Subclasses page, see list of document classes defined for a library.
To create a class:
Select +Create Class . The Create Class dialog appears that lists metadata values of the class. See the following table for details.
Select Create.
Figure: Create Class dialog box
Table: Class field descriptions
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Field |
Description |
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Alias* (Mandatory) |
Specifies an alias, or name, for a class. Provide a meaningful and relevant alias for a class, which helps you identify the purpose of creating it. For example, Memo, Email, Legal policy document, Lease Agreement, Employee data, and so on. This helps you organize and group relevant documents of the same class. Therefore, helping you to manage documents effectively across projects in your organization. |
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Class Description |
Specifies a description for the class. This should explain what the class is meant for. For example, if you provide the Alias of the class as Employee data, you would enter its description as "This class is associated with details that pertain to our employees". |
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Retain Days |
This specifies the number of days a document or email must remain inactive before being marked as expired. A document or email is considered inactive if there has not been any activity (such as being viewed, opened, or printed) with it. An expired document or email can be later archived (moved to another location and made read-only). Default value: 365 days |
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Security |
Specifies the default security setting for documents of this class. The following options are available from the Security list:
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Echo |
Document echoing is the capability to leave a copy of the document on the user's local computer after checking it back after editing. NOTE: This setting applies only for iManage Work classic clients (DeskSite and FileSite).
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HIPAA Compliant |
Specifies to encrypt the document. This encryption is compliant to HIPAA and other American statutes protecting sensitive data in the case of accidental or wrongful disclosure. If set to Yes, the document will be encrypted. If set to No, the document will not be encrypted. However, see below for additional information. This is the default value. A document or email will be encrypted if at least one the following methods is enabled.
Therefore, it is possible that even if this value is set to No, the document or email may still be encrypted from other sources. An item marked for encryption from more than one source has no additional effect. For more information, refer to the Encryption of Sensitive Content in iManage Work Server Administration Guide. |
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Subclass Required |
Specifies to require a subclass entry for this class. If set to Yes, a subclass is required for this class. If set to No, a subclass is not required for this class. This is the default value. |
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Required fields |
Specifies adding custom property fields to the class or subclass. Select the custom property fields to add to the class or subclass. This is optional, and any number may be selected. This applies to both classes and subclasses. Fields marked as required for either class or subclass will display in the document's or email's property pane. |
Creating a subclass
Document classes can also be divided into subclasses. You must enter subclass information in a document profile for particular document classes if the Require Subclass check box is selected while creating a class. If a subclass is specified for a document, the security and other parameters for the subclass overrides any settings created for the class.
Select a class for which you want to create a subclass. By default, the PROFILE page appears displaying the details of the class (you can edit the details by selecting Edit).
Select the Subclasses tab next to the DETAILS tab and then select +Create Subclass.
Enter the subclass information (see the table Class field descriptions), and select Create. A new subclass is created for the class.
Editing a class or subclass
This option is available on the:
ribbon bar (select a class or subclass to see this option on the ribbon bar)
kebab menu (select the
icon adjacent to each
class or subclass
to see this option)
context menu ( right-click a class or subclass to see this option)
The following steps are explained using one of the preceding options:
Right-click a class or subclass and select Edit. The Edit <Classes or Subclasses> dialog box appears.
Edit the required metadata fields (except Alias; not editable). For information about the field description, see the table Class field descriptions.
Click Save.
Deleting classes or subclasses
Single Class/Subclass
This option is available on the:
ribbon bar (select a class or subclass to see this option on the ribbon bar)
kebab menu (select the
icon adjacent to each class or subclass to see this option)
context menu (right-click a class or subclass to see this option)
Use one of the preceding options to delete the class or subclass . The Delete confirmation box appears. Confirm the action to Delete or Cancel.
CAUTION:
Do not delete the DOC class. It is required internally for system settings.
In general, do not delete any of the following predefined classes as existing or future product features may be reliant on these classes.
COMPARE, DISCUSSION, DOC, E-MAIL, EVENT, LETTER, MEMO, PAGE_ICON, TASK, WEBDOC
As an alternative, you can modify the caption for any class to discourage users from using it.
Multiple Classes/Subclasses
This option is available on the ribbon bar. Select classes or subclasses and select Delete . The Delete confirmation box appears. Confirm the action to Delete or Cancel.
Viewing class or subclass details
This option is available on the:
ribbon bar (select a class or subclass to see this option on the ribbon bar)
kebab menu (select the
icon adjacent to each class or subclass to see this option)
context menu (right-click a class or subclass to see this option)
class/subclass (in the Alias column) as a clickable link.
Use one of the preceding options and select View.