This screen allows you to create subcategories for documents. This is available only in the Classic mode for document structure. For more information, see Document Structure in Classic Mode.
Go to Documents/Setup/Maintenance/Main categories/Categories/Subcategories and click on a main category. Then, click on a category followed by Add to create a new subcategory or click an existing subcategory to modify it.
All users are able to view the main categories, categories, and subcategories available in the system. However, to create and modify subcategories for documents, function right 237 – Maintain main categories, categories, and subcategories is required. By default, only users with a Corporate level of the Documents administrator role can create and/or modify main categories, categories, and subcategories.
For more details on what you can do with function rights or levels, go to System/Setup/Security/Function rights, select the required module, and then click on the relevant ID. To find out the functions you can perform with a particular role, go to System/Setup/Security/Roles, type in the description, click Refresh, and then click the required link under the Role column.
Click this to save the changes made.
Click this to save the changes and subsequently, create another subcategory.
Note: This is available when you are creating a subcategory.
Click this to delete the subcategory.
Note: This is available when you are editing an existing subcategory. This subcategory cannot be deleted if it is linked to any document.
Click this to exit.
This displays the description of the main category. You cannot change this.
This displays the description of the category. You cannot change this.
Type a suitable name for the subcategory. This is mandatory. Once the subcategory is saved, the name cannot be changed anymore.
Type or select a default document type to be used when creating documents for this subcategory.
Type or select a security level to allow document creators with the same or higher security level to create a document in this subcategory.
Note: The security level defined here affects both readers and writers to this subcategory. For instance, if a subcategory is set at security level “10”, only users of security level “10” and above can read and create documents in this subcategory.
Select the required check box to place the subcategory in the corresponding forum. For instance, if the Customer check box is selected, the subcategory will be placed in the Customer forum whereby only customers and any user with security level “1” or higher can access it.
The selected option will automatically change the security level accordingly. For instance, if Customer is selected, the Security level field will be changed to 1. However, if you have the correct subcategory maintenance rights, the security level can still be changed as required.
Note: After specifying that the subcategory is to be made available in a forum, it will not be made available when creating new documents. Thus, new documents cannot be created under this subcategory.
Type a short description for the forum. This explains what the forum is about before users participate in it.