Identifying the Types of Document Entities You Need

You need to identify whether operational documents need to be uploaded under document subtypes or whether one type of document entity is enough.

You'll need to select a high-level category for document subtypes, for example Operational Documents.

You can create a new miscellaneous entity for each document subtype. The miscellaneous entity inherits the high-level design features of the document entity (title, description, browse, and upload capability).

 

This approach has the following benefits:

 

We recommend you deactivate the predefined document entity. This will prevent you from accidentally selecting and creating a document entity instead of the specified document subtype.

Once you create a document based on a subtype, you can't change that subtype.

You'll need to delete the document and then recreate it as the correct subtype. For example, you can't change a correspondence document to a statement document.

The alternative to creating separate miscellaneous entities for each document subtype is to set up an attribute for the predefined document and select the document subtype from it.

For example, you can set up the Type attribute for the document entity. The code list for the Type attribute field could include the Correspondence, Statement, Legal Document, Plan, and General Miscellaneous document types.

This setup could be enough for your agency. But the benefits described in the previous list don't apply.