Overview
This demonstrates how to set up and use document groups to view and sort documents within custom groups on the Documents tab in a file, making it easier and faster to locate documents. Document groups may be assigned to individual documents on a file or on document types, which will then make newly added documents automatically appear in the group(s) assigned. 09/16/2020 Demo
Version History
| Version | Date | Mantis | Description |
| 9.10.1 | 01/31/2020 | 14397
16941 |
Functionality added |
Document Groups
Document groups are used on the file’s Documents tab, when adding or editing document types, and when editing a document’s properties. When adding a new document group, it will be inserted below the currently selected group or to the bottom of the list if no document group is selected.
Admin/Documents and Templates/Document Groups
Adding a new group
- Click Add to create a new group.
- Enter a Name such as Escrow.
- Set where the group will be enabled:
- Enabled in Offices
- All: The document group will be available in every office.
- Selected: The document group will be available in only the office(s) selected.
- Team Specific
- All: The document group will be available for all teams in the selected office.
- Selected: The document group will be available only on the team(s) selected in the selected office.
- Enabled in Offices
- Click Save.
- Repeat to create additional groups as needed.
Things to consider when setting office and team restrictions:
- If office(s) are added with no team specific restriction, the document group will be seen by all users with access to those offices.
- If office(s) are added with team specific restriction, the document group will be seen by users only if they are a member of that team.
NOTE: When document group configurations are changed either by adding or removing, these changes are not retroactively applied to all documents in files, and are only applied to new documents added to files or when a document type is changed on an existing document.
Document group order
The file’s Documents panel will display the document group tabs in the same order they appear on the Administer Document Group panel.
- Select a document group and click Move Up or Move Down to change the order in which it appears.
Delete/disable a document group
A document group can be deleted only if it is not in use on any documents. If the document is used on documents in files, then disable the group.
- Select the document group and click Delete.
Or
- Select the document group and click Edit, then uncheck Enabled.
NOTE: Disabling a document group will not remove it from any document types on which it has been added, but it will no longer be available to be assigned to documents or document types.
Document Types
Admin/Documents and Templates/Document Types/Internal
Adding a document group to a document type will allow documents of this type to automatically be added to a document group when added to a file. A document type can have zero or more document groups. Document types with no document group assigned will appear on the All tab on the file’s Documents panel.
- In the Document Groups area:
- Click Add and select the document group(s) to associate to the document type.
- Click Add.
- Click Save.
- Click Remove to remove a document group from a document type. NOTE: This does not remove the document group from existing documents on files.
Documents
File/Documents
The All tab will display all documents, regardless of if they have a document group associated or not.
A document group tab will display when there is at least one document on the file associated with the document group.
NOTE: If a document group was added to a document type after the document was added to the file, the document on the file will not be associated with the document group.
A user with the internal user role Tabs: Edit: Documents can edit a document’s properties on a file to add or remove a document group.
- Select the document on the file, then click Edit Info.
- In the Document Groups area:
- Click Add and select the document group(s) to associate to the document.
- Click Add.
- Click Save.
Limit Document Groups for Internal Users
The internal user role Tabs: View: Documents: All allows users to see all the documents on the file. If this role is disabled, the user’s will only be able to view to the documents and document groups to which they have access based on their team assignments.
- When enabled, the user sees:
- An All tab, which contains all documents on the file.
- Document group tabs that are currently associated with documents on the file.
- When disabled, the user sees:
- An All tab, which only contains documents that are assigned to a group with one of the user’s teams associated with it.
- Document group tabs that are assigned to one of the user’s teams and are associated with at least one document on the file.
