Documents · Setup & configuration · 8 min read

Configure workspaces, types and retention

Create folders with restricted access, document types with size and kind limits, and retention policies, and turn parts of the app on or off.

Before you begin

You need dms.configure. Anyone with dms.view can read these lists; only you see New and the pencil icons.

Workspaces and folders

1. Open Documents > Configuration > Workspaces and folders and click New folder.
2. Enter the Name (1 to 120 characters).
3. Choose Inside. Empty means a top-level workspace. A folder cannot sit inside itself or its own sub-folder.
4. Enter Only for holders of permission to restrict the folder, for example hr.private.view. It applies to the folder and every sub-folder, and files in it are re-indexed with it.
5. Enter a Description if the company requires it.
6. Save.

Document types

1. Open Documents > Configuration > Document types and click New type.
2. Enter Code (up to 32, saved in capitals, unique), Name, and the Arabic name if you need one.
3. Choose the default Sensitivity.
4. Enter Largest file (MB) from 1 to 500. Any upload is still capped at 200 MB.
5. Choose the Retention policy, or None if files of this type should never be eligible for disposal.
6. Tick Kinds of file it takes: pdf, image, word, excel, powerpoint, text, csv, email, archive, audio, video. None ticked accepts any allowed document.
7. Tick Carries an expiry date if the wizard should warn when it is missing.
8. Tick Archived to remove the type from Upload and Edit lists. Existing files keep it.
9. Save.

Retention policies

1. Open Documents > Configuration > Retention policies and click New policy.
2. Enter Code, Name and Years kept (0 to 100; 0 means eligible from the day counted from).
3. Choose Counted from: the filing date, or the document's expiry (falling back to the filing date).
4. Enter the Legal source as a reference note.
5. Save.

Editing a policy changes the eligible date of every file under it. A change to 7 years moves a file eligible on 2 Oct 2031 to 2 Oct 2033.

Indexed stores

Documents > Configuration > Indexed stores is read-only. It shows each other module's store and the permission needed to open its files, and whether you can open it.

Switch features on and off

In Administration > Applications > Documents > Features you can switch off Retention and disposal and Indexed external stores. Changes are proposed by one administrator and approved by a second.

• Retention off hides the Disposal review, Retention register and Retention policies menus and refuses saving a policy or deciding a disposal. Existing records stay readable.
• Indexed stores off hides that menu and refuses Refresh index.

Under Fields set Document description, Document date and Folder description to Optional, Required or Hidden. The wizard enforces Required; direct uploads from other systems may not.

Good to know

• Editing a retention policy on screen does not archive it.
• A document type of 500 MB still stops at 200 MB on upload.