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 encrypt 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 allow 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 Create class.
- Edit a class or subclass using Edit.
- View the details of a class using View.
- Create a subclass using Create Subclass.
- Filter subclasses using Echo and HIPAA Compliant.
- Delete single or multiple classes or subclasses using Delete.
- View generic table options in the User interface overview section.
Searching for classes or subclasses
Use this feature to search by Alias and Description. It's available on the ribbon bar.
Figure: Search field
Filtering classes/subclasses
Option | Classes | Subclasses | Sub-option | Description |
|---|---|---|---|---|
Echo |
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| Choose Yes to list the classes that have the value set to Yes, and the other way around. |
HIPAA Compliant |
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| Choose Yes to list the classes that have the HIPAA compliant value set to Yes, and the other way around. |
Default Security |
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|
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Required Subclass |
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| If you choose Yes, lists the classes that have the value set to Yes, and the other way around. |
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 box appears that lists metadata values for the class. See the following table for details.
- Select Create.
Figure: Create Class dialog box
Table: Class field descriptions
Field | Description |
|---|---|
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. |
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'd enter its description as "This class is associated with details that pertain to our employees". |
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 hasn't 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 |
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 | NOTE: This setting applies only for the iManage Work classic clients DeskSite and FileSite. Document echoing is the capability to leave a copy of the document on the user's local device after checking it back after editing.
|
HIPAA Compliant | Specifies to encrypt the document. This encryption is compliant with 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 won't be encrypted. However, see below for additional information. This is the default value. A document or email will be encrypted if at least one of the following methods is enabled.
Therefore, it's 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. |
Subclass Required | Specifies whether 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 isn't required for this class. This is the default value. |
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 or email 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 override 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 (refer to 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 next 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, refer to the Class field descriptions table.
- Select 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 next 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:
Don't delete the DOC class. It's required internally for system settings.
In general, don't delete any of the following predefined classes as existing or future product features may be reliant on these classes:
- COMPARE
- DISCUSSION
- DOC
- 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 next 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.