Define category drop downs

Up to seven category drop-down lists can be defined and used to categorize documents, thereby facilitating filtered searching in the Document Registry. Drop-down items can be nested so that the selection of one item is dependent upon the selection of a previous item.

To define the category labels:

1.From the Documents menu choose Document Registry.

2.From the File menu choose Administration and then Document Registry System Options.

3.Click the Drop Downs tab to select it.

4.Define or edit any of the drop-down labels.

5.Click OK.

To add category items to drop-down lists:

1.	From the Documents menu choose Document Registry.

2.	From the File menu choose Administration and then one of the Drop Down <x> List options.

3.	Click New drop down item .

4.	Enter the details for the drop-down item.

General tab

Code (optional) allows you to enter a code. This is only visible if you add the respective code column for the Document Registry and cannot be searched against.

Note: There is a Document Registry system option that disables this field, allowing the system to automatically assign category item codes.

Name is the name of the drop-down item that is available for users to select from the drop-down list.

Group Under (optional) allows you to choose a drop-down item from a parent drop-down list. Note: Drop-down list 2 items can only be grouped under drop-down list 1 items, drop-down 3 items can only be grouped under drop-down 2 items, etc. If Item 2 is grouped under Item 1, then Item 1 must first be selected before the user can select item 2.

Default allows you to set the drop-down list item as the default item. This will automatically select the item in the drop-down list when a new file is registered.

User Groups tab

Associate user groups with a category item. When a file is registered and a category item is selected that has associated user groups, those user groups will be automatically assigned to the file. For more information about Keywords, see Creating Keywords.

1.Select the user group from the list of Available User Groups and click Add .

Keywords

Associate keywords with a category item. When a file is registered and a category item is selected that has associated keywords, those keywords will be automatically assigned to the file. For more information about Keywords, see Creating Keywords.

Note: File categories can be updated over a scope of documents or all documents in the Document Registry. See Updating file categories for more information.

1.Select a keyword from the list of available keywords and click Add .