Document types categorize company, employee, and applicant documents in the Avanti Desktop and Avanti Self-Service Portal. Document types can filter the documents displayed on the screen and in reports. Additionally, document types will:
Restrict user access to specified documents
Determine which employee documents will be available for employees to review
How to Create a New Document Type
Step 1: Open Document Types in the Avanti Desktop Application.
By default, this can be found in System Administration >> System Access Controls.
Step 2: Select Insert to add a new Document Type.
Step 3: Enter a Type Id, a Description, and a Description French. The Type ID must be numeric and greater than 99.
Document Types will display when users add or modify a document. Description French will only be available for clients using the French Module.
Step 4: Determine whether users should have full access to view, insert, modify, and delete this type of document.
If there are some users you don’t want to have full access to this document type, skip to the How to Restrict Access to Documents section below.
Step 5: Select * from the Available column in User Group Access, then select the arrow to move the * to the Selected column.
Step 6: Select OK to save your changes.
Congratulations! You've successfully created a new document type all Avanti Users can view, insert, modify, and delete.
How to Restrict Access to Documents
There’s two ways to restrict which users can view the document, through user groups and responsibility levels.
If the user is prohibited from viewing the document, they cannot insert, modify, or delete it.
You can prevent users from inserting, modifying, and deleting this type of document based on the Responsibility Level.
Step 1: To restrict access, replace the * with the minimum access level for the responsibility.
If all users should have access based on the Responsibility Level, skip to Step 2 to restrict the ability to view the document by user groups.
The responsibility levels range from A to Z, with A being the most restrictive.
For example, if the Modify Responsibility is B, the user would have to have A or B access to modify the document.
The user’s responsibility level is based on the user groups assigned to them. Go to Responsibilities for more information.
Step 2: Choose a User Group which should be able to view the documents, then select the arrow.
If all users should have access based on User Groups, select * then select the arrow.
When users are restricted from viewing the document, they’re unable to insert, modify, or delete it.
Step 3: Repeat Step 2 for each User Group which should have access.
If you’re restricting access by user groups, ensure the * is not in the Selected column of User Group Access. If it is in the Selected column, all users can access documents with this type based on User Group Access.
Step 4 Save and close the Document Type settings by selecting OK.
Congratulations! You’ve successfully set up a new Document Type.