- Knowledge Base The scanned document category helps organize and classify documents based on their content or purpose.
The following are the steps to manage the Scan Document Category:
1. Navigate to the ‘SETUP’ tab and click on ‘System Setup’ in the left-side panel.
2. Click on the ‘Scan Document Category’ option in the System Setup menu.
3. Users can search for the Scan Document Category option by typing in the search area.
4. A new page titled ‘Setup – Life – System Setup – Scan Document Category’ will be opened, displaying the existing Scan Document Categories along with details of fields such as Category name, Description, Created By, Create Date and Action under the ‘Scan Document Category’ tab.
There are three available options: Add, Print, and Export.
5. Click the ‘Add Scan Document Category’ icon to add a new Scan Document Category.
6. A new pop-up window titled ‘Life – Add Scan Document Category’ will be opened, containing fields for ‘Category Name’ and ‘Description’, additionally ‘Save’ and ‘Cancel’ options available at the bottom.
Fields with an ‘*’ sign are mandatory. In this case, Category Name is mandatory field.
– Category Name: Enter the desired Category Name. (Limit is a maximum of 100 characters) (This field allows to enter alphabet, space and single quote only).
– Description: A description for the Scan Document Category needs to be added in accordance with the Category name. (Limit is a maximum of 100 characters).
7. Fill in the details and click the ‘Save’ button to continue.
8. The system will generate a confirmation message saying, that ‘Scan Document Category created Successfully’ and the newly added Scan Document Category will now be available on the list.
9. There are two options available for each Category under the Action heading: Edit and Delete or Lock.
For newly created categories, the Edit and Delete options will be available by default.
– Edit: By clicking on the Edit icon, the user can edit the details of the selected Category.
– Delete or Lock: By clicking on Delete, the user can remove the selected category. However, once the category is assigned to any document, the option will change from Delete to Lock. The Delete option will remain available until the category is assigned to any document.
10. This newly added Category will be available on the CASES tab > Case > Scanned Documents > Category Drop down.
11. The user can save a scan document under this newly added scanned document category.
12. Once the category is assigned to any document, the option will change from Delete to Lock, and it can no longer be deleted.
13. Users can update the values for created Category by clicking on edit icon for the selected Category.
14. A new pop-up window titled ‘ Life – Edit Scan Document Category’ will be opened with the existing fields value. Update the values for the Category as needed.
For example, in this case, we are updating the category name. Once the category name is updated, click on Save.
15. The system will generate a confirmation message saying, that ‘Scan Document Category updated Successfully’. The updated name will be displayed in the listing.
16. Category names will be updated in the CASES Tab > Case > Scanned Documents > Category Drop down.
17. Category names will also be updated in the existing document listings under CASES Tab > Case > Scanned Documents > Scan Document List, where this category has already been assigned.
18. To remove the existing Category, click on the Delete icon. (If a category is assigned to any document, it cannot be deleted.) (To explain the delete function here another category is created which is HR Document Category and not assigned to any document).
19. After Clicking on Delete, the system will prompt confirmation before deleting.
20. Click on delete to remove this Category.
21. The system will generate a confirmation message saying, “Scan Document Category deleted successfully,” and the Category will be removed from the list.
22. This Category will no longer be displayed in the CASES Tab > Case > Scanned Documents > Category Drop down.
23. To print the list of available categories, click on the Print icon.
24. By clicking on the Print icon, a new page will be displayed with the print window containing the list of available categories. The user can print the data using the desired options.
25. To export the list of available categories, click on the Export icon.
26. By clicking on the Export icon, a new pop-up window will open with different period options. The user can export the data using the desired options.
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) and Delete (
) the existing Salutation under the Action Column on the right pane
) to set their priority in the search results.
), Edit (
) users can set multiple criteria simultaneously for a single report.
) icon, if not required.
) and export (
) feature available to print or download the report’s data.
