Document Types

1. Purpose

Document Types define how records are classified when uploaded (e.g. Audit Report, Bill of Materials, Backup Log). Each type includes:

• Name and short Code (shown on documents and reports)
• Optional Description
• Retention period and unit (Days, Months, Years, or Permanent) for document aging
• Legal basis (e.g. NAP GRDS reference)
• Disposition when retention ends (Archive, Destroy, Permanent Preservation)

Types drive the Retention Schedule module. Permanent types are not subject to expiry.

2. How to open Document Types

1. Sign in as Administrator.
2. Sidebar → Admin Panel → Document Types.

URL: /maintenance/types

3. Screen layout

3.1 Header and tabs

3.2 Page sections

Tip above the table: edit several rows at once — use Save all or Cancel all before leaving.

4. Add Document Type

The add form is at the top of the page so the table below stays visible. Layout adapts to screen size:

• Mobile: fields stacked in one column
• Tablet: two columns
• Desktop (wide): three columns

4.1 Fields

4.2 Save

1. Fill the fields.
2. Click the green Save button (compact, right-aligned on wide screens).
3. On success, the new type appears in the table and a confirmation message may show at the top.

5. Existing Document Types table

The table lists every document type currently in the system.

5.1 Columns

On smaller screens, scroll the table horizontally. The Actions column stays pinned on the right.

6. Inline edit mode

You can edit a type directly in the table without leaving the page. Click the blue Edit (pen) icon on any row — or on several rows at once for batch editing.

6.1 Enter inline edit (one row)

1. Click the blue Edit icon (pen) in the row’s Actions column.
2. The row highlights light yellow.
3. Editable cells: Name, Code, Description, Period, Unit, Legal Basis, Disposition.
4. Action icons change to Save (green check) and Cancel (grey X).

6.2 Multiple inline edit & unsaved-changes bar

Open edit mode on more than one row before saving — useful when updating several types in one session (e.g. Audit Report and Backup Log together).

What appears while rows are open

Workflow example

1. Click Edit on Audit Report — change Description.
2. Click Edit on Backup Log — adjust Period or Unit.
3. Review the alert bar (2 types open · 1 unsaved change).
4. Click Save all to commit both, or use the green check on each row individually.
5. To discard everything, click Cancel all.

6.3 Save or cancel (single row)

6.4 Retention while editing

• If Unit is set to Permanent, the Period field is disabled and cleared.
• For other units, enter a retention number in Period.

7. Action buttons (icons)

Action buttons are small icon buttons with tooltips on hover.

7.1 View mode (normal)

7.2 Edit mode

8. Delete a type

1. In view mode, click the red Delete (trash) icon.
2. Confirm in the dialog (Confirm deletion).
3. Click Delete to remove the type permanently.

9. Retention and disposition

These fields on each document type are the source of truth for the Retention Schedule dashboard (Document Control). The dashboard reads each document’s type and issue date — it does not store separate retention rules per document.

10. Troubleshooting

Related documentation

• 03 — User Management
• 10 — Retention Schedule (uses type retention settings)
• Documentation index
• 05 — Categories (same multiple-edit pattern)