Document types

Document types define the content and selections available to the end users to include in a specific document. The parts of a document you design are a logical organization of the document type which ultimately result in a document or presentation that can be built by users. You can design a document type that requires no interaction when that user creates a document using your designed document type or, you can design a document type that requires a user to enter data, select content, upload content, or work with an RFP document before the final document can be built.

When you create a document type or presentation document type, you select sections and subsection components to add to it from the Toolkit. You can compose a document type with one or more components and sections. A section is composed of one or more components. Subsection components control what is assembled in the document type. When selected for use, a subsection receives an ID number. Once a subsection is saved, it becomes a component that will be used by users in My Work > Created Documents for the document type. A component also receives an ID number.

The ability to architect is controlled through permissions. To create new document types, you need to have the Manage Document Types permission. To manage the architecture of existing document types, you need to have the Architect column enabled for each document type you need to manage.

Open a document type

  1. Go to Architecture > Document Types.
  2. Open a document type using one of the following methods:  
    • Double-click the document type.
    • Hover over the document type, click the More Options More Options menu menu, and select Open Document Type.
    • Select the checkbox of the document type, click the More Options More Options menu menu at the top of the page, and select Open Document Type.

Search Document Types

  • To search for a document type, enter text into the search box at the top right of the grid, and click the Search Search icon icon or Enter.
  • To re-display all document types in the grid, delete the entire entry in the box by clicking the X.

Filter the grid

Use the advanced filters to display specific document types quickly on the grid.

  1. Hover over the column header until you see the Filter Filter icon icon appear.

  2. Click the Filter Filter icon icon to display the following dialog to set filtering parameters:

    • Text Columns: Select either Contains All, Contains Any, Matches Any, Matches Exactly, Starts with, Ends with, Is Empty, Is Not Empty, or Does Not Contain from the Operator dropdown menu. The Contains All, Contains Any, Does Not Contain, and Matches Any operators allows you to enter more than one value by pressing the Enter key after each value. The Starts with and Ends with operators allow you to enter a text value to find. The Is Empty and Is Not Empty operators do not require a value.
    • True/False Columns: Select either the Is True or Is False radio button.
    • Numeric Columns: Select either Equals, Greater than, Less than, Greater than or equal to, Less than or equal to, Not Equal to, Between, Matches Any, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending values of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
    • Date Columns: Select either On, After, Before, Between, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending dates of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
  3. Click Apply.

    4. Tip: To clear the filter, click the Clear Filter Clear filter icon icon in the header, and then click Clear. You can also click out of the filter dialog to close it.

Edit Display Order

Document types display in the order they are set. You may want to move commonly used document types to the top, so they are more easily located and to encourage users to use the correct type.

  1. Click the Edit Display Order button at the top of the page.
  2. Use one of the following methods to reorder the document types: 
    • Select the desired row(s) and drag and drop them into the desired order.
    • Hover over the desired row and click the Up Up arrow and Down Down arrow icons to move the document type up and down in the grid order.
    • Hover over the desired row and click the Move to Top Move to Top arrow and Move to Bottom Move to Bottom arrow icons to move the document type to the top or bottom of the grid.
    • Select the checkboxes of multiple rows and click the Up Up arrow and Down Down arrow icons to move them up and down in the grid order.
    • Select the checkboxes of multiple rows and click the Move to Top Move to Top arrow and Move to Bottom Move to Bottom arrow icons to move them to the top or bottom of the grid.
  3. Click Save. Click Cancel to discard any changes.

    4. Tip: Click the Ascending Ascending icon and Descending Descending icon icons to view the Display Order in ascending or descending order.

Customize columns

You can show, hide, and order columns to display on the grid.

  1. Click the Customize Columns Customize Columns icon icon in the top right corner of the grid to display the Columns dialog. The "Manage Columns" dialog will appear.
  2. To filter the column list, enter text into the Available Columns search box.
  3. Select your desired column(s) using the checkboxes or by clicking the rows and using CTRL+CLICK or SHIFT+CLICK to select multiple records. Select the Select All option from the More Options menu to enable all the columns and use the Left Left arrow and Right Right arrow icons to move the columns between the Available and Selected columns to determine which columns will be displayed on the grid.
  4. To determine grid order: drag and drop any Selected Columns, select specific column checkboxes and use the Move to Top or Move to Bottom options from the More Options menu, or select specific column checkboxes and use the Up Up arrow and Down Down arrow icons to order the columns.
  5. Click Restore Default to return to the default settings.
  6. Click Save to save the changes and close the dialog box or Cancel to close without saving changes.

Sort columns

  • To sort columns chronologically or alphabetically, click the column header name. The records will display in ascending order.
  • To switch from ascending to descending order, click the selected column header name again.

Select grid rows

  • Select your desired grid row(s) using the checkboxes or by clicking the rows and using CTRL+CLICK or SHIFT+CLICK to select multiple records.

Default v Compact column mode

You can switch between the default and compact column modes. Unless updated, the grid will remain in default mode. Compact mode shortens the height of the grid rows.

  • To switch between the modes, go to My Preferences within the header Profile menu and select the Default and/or Compact radio buttons.

Pages and workspaces

Document types are managed from the Architecture > Document Types page. From this page you can add, open, edit, duplicate or import a document or presentation type, run a test build, Transfer Projects, and manage document type order. The created document types are listed in a grid. Document types display in the order they are set. You may want to move commonly used document types to the top, so they are more easily located and to encourage users to use the correct type.

When you create or open a document type, the document type workspace displays. The document type workspace includes the navigation panel and a component workspace.

  • The Navigation panel lists the Document Sections and components in a document type. It also contains the tools for adding, removing editing and reordering Document Sections and components and a menu from which you can open a new document type. Click any Document Section or component in the Navigation panel to view or edit it.
  • Components and Document Sections open in the Component workspace where you can edit their properties and add content.
  • Open another document type by selecting it from the Show Menu.
  • Common functions, Test Build, Reset Test Build, Export, and Content Tray, display across the top of the Component workspace.
  • Use the Move Up and Move Down buttons to reorder the document type. Components can only move within their Document Section.
  • Click Delete to delete a selected Document Section or component.
  • Click Toolkit to add Document Section or component from the list.
  • You can view or edit the document type properties by click the document type title

The Navigation Panel

Document type properties

At the top of the Navigation panel, you can click the <Document Name> link. The Document Type Properties dialog displays where you can view and edit its properties. You can also hover over the <Document Name> link to display the document type's Description. To work with a different document type than the one currently displaying, select a different document type via the Show drop down in the Navigation panel. For more information, see Set or edit document type properties.

Components

Components are listed under the document type title. To view and edit the component or section, highlight it in the navigation menu. The component properties display in the Component Workspace, where you can edit the component as necessary.

The component workspace

The Component workspace is located to the right of Navigation panel. The fields in the Component workspace will vary depending upon component you select from the navigation menu. Related fields are displayed in sections, with the top section expanded and the bottom condensed. To expand or condense these sections, click the up or down arrows to the right of the section name. Save and Cancel buttons are located at the bottom of the Component workspace. Click Save after making any changes to save the changes, or click Cancel to clear the changes. The following common functions are listed at the top of the Component workspace:

  • Test Build: Click to display the created document's Build tab where you can run a test build of the document type to verify it appears as you intended. For more information, see Test build a document type.
  • Reset Test Build: Click to delete any existing test build associated with the document type so you can start again with a fresh test document. For more information, see Test build a document type.
  • Export: Click to export the document type. For more information, see Export a document type.
  • Content Tray: Click to display the Content Tray dialog. The content tray is a holding area for content records that you can add to select components. For more information, see Content tray.