NOTE:

This application is available to NRTAdmin users.

Document classes are custom-defined categories for identifying and differentiating the documents in your database.

The document classes that you create depend on your company and your database requirements. Document classes can be categorized by genre, department, region, and so on.

A document's class determines:

The document’s default security status
Whether or not a copy of the document can be echoed to a user’s local hard drive
Which custom fields of profile information are required for the document (also called required fields)
The number of days before the document should be marked for archiving

The following features are available for Class:

Ability to search classes: Allows you to enter the class to be searched.
Ability to filter classes: Allows you to filter classes. Select

to filter by Echo, Retain, Security, Subclass, HIPAA Compliant. You also see Clear All option. This helps you to clear filter inputs.
Ability to view selected classes: You see VIEW SELECTED option on the ribbon bar. This allows you to view the list of classes that you have selected. When you select this button on the ribbon bar, you see SHOW ALL button, select this to see the previous list.

The following features are available for Subclass:

Ability to search subclass: Allows you to enter the subclass to be searched.
Ability to edit or delete subclass: select subclass that you want to delete and select on the ribbon bar or right-click on the selected item to delete. You can also
select multiple subclasses, and click delete either from ribbon bar or right-click to delete.
Ability to view selected Subclasses: You see VIEW SELECTED option on the ribbon bar. This allows you to view the list of Subclasses that you have selected. When you select this button on the ribbon bar, you see SHOW ALL button, select this to see the previous list.

Creating a Class

Select Configure > System Setup > Class. Ensure no entries are selected.
Select to add a new class. Add Class page appears.

Enter the information and Select Save. A new class is created.

Table: Class Information

Field	Description
Class	Name of the class. This is also called an alias. Once created, an alias cannot be renamed. Maximum length is 32 characters.
Description	Additional information the describes the class. Maximum length is 255 characters.
Retain Days	Number of days iManage should wait before marking the documents of this class for archiving. If a document of this class is not accessed for the number of days entered here, iManage identifies them as expired .
Security	Default security setting for documents of this class.
Echo	Indicates to echo, also called shadow, a document of this class to user’s local hard copy. If checked, documents of this class will be echoed. Document echoing must be turned on by the user and it must be activated globally.
Require Subclass	Indicates to mandate a subclass entry in the document profile if a document belongs to this class. If checked, a subclass is required.
HIPAA Compliant	Indicates to enable the encryption of documents that are compliant with HIPAA¹. If checked, the document will be encrypted.
Required Fields	This option is only available after the Class is created. To add required fields, see Adding Required Fields. Select the custom fields in the Required Fields list to ensure that these fields are made mandatory while entering the document profile information in the client interface for this class of documents.

Select Save.

Creating a Subclass

Document classes may also be broken down into subclasses. Users may be required to 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 classification is specified for a document, security and other parameters specified for subclass override any settings created for the class.

Select the class for which you wish to create a subclass. A page with all the details of the class appears. At the bottom of this page you can see the details of its subclasses. Make sure no entries are selected.
Select to add a new subclass. Add Subclass page appears.

Enter the subclass information

Table: Subclass Information

Field	Description
Subclass	Name of the subclass.
Description	Additional information about the subclass.
Retain Days	Number of days iManage should wait before marking the documents of this class for archiving. If a document of this class is not accessed for the number of days entered here, iManage identifies them as expired .
Security	Default security setting for documents of this subclass.
Echo	Select to echo a document in this subclass to user’s local hard copy. Document echoing must be turned on by the user and it must be activated globally.
HIPAA Compliant	Select to enable the encryption of documents that are compliant with HIPAA.

Select Save. A new subclass is created for the class.
Select Save. This saves the subclass in the owning class.

Adding Required Fields

Classes may have fields that are associated with them automatically. These are called required fields. By default, no fields are required.

Select Configure > System Setup > Class.
Select the class to add the required fields to. The owning class page displays.
In the Required Fields panel, select the fields.
Two required fields have a parent/child relationship: Custom1/custom1 and custom29/custom30. Each of these fields are likely be renamed with a caption such as custom1 being client. Selecting the parent activates the child to be selected. For example, if custom1 is selected, custom2 field becomes active and may be selected. In the same way custom29 and custom30 can be selected. Selecting the child as a required field is not mandatory.

Deleting a Class

Select Configure > System Setup > Class.
Select a class you want to delete using the check box.
Select , and click Yes. The class is deleted. You can select multiple classes, and perform delete action either from ribbon bar or by right-clicking on the selected items.

NOTE:

An error message Database transaction failed; see Administrator appears, if the class you are trying to delete is still in use by any other object.

References:

For more information about HIPAA compliant documents, refer to Encryption of Sensitive Content section on iManage Work Server Administration Guide.