Categories can be assigned to objects (“General” tab) and thus influence the behavior of the objects.
Note:
Useful for the Following Tasks |
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Essential information about categories can be found in the user help:
By default, the “Register as” context menu command provides all available registration targets. If the registration target is well-known, it can be restricted to improve usability.
Objective |
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Images that are placed in an inbox should only be registered as digital assets. |
To achieve the objective, proceed as follows:
If tasks like reviewing documents must be carried out on a regular basis, it is convenient to get a reminder. Categories can provide default follow-ups.
Objective |
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Confidentiality agreements must be reviewed one month before the validity ends. The responsible users should receive an e-mail reminder. |
To achieve the objective, proceed as follows:
Not every category makes sense for every object class. Thus, the object classes for which the categories are allowed can be restricted. In addition, if you want to use special base dates for follow-ups or retention periods, a restriction to the object classes that provide the desired properties is needed.
Objective |
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The category “Contract” only makes sense for Microsoft Word documents and PDF documents. The category should not be assignable to objects of other object classes. |
To achieve the objective, proceed as follows:
Compliance rules may enforce that objects must not be deleted for a defined time period.
Objective |
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Contracts must not be deleted for seven years. |
To achieve the objective, proceed as follows:
Note: The actual retention period can be found on the “Retention” tab of the object (if a retention period is defined).
Background tasks allow the execution of an action at a definable point in time.
Objective |
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A process should be started whenever the Valid From date is changed. |
To achieve the objective, proceed as follows:
In general, the defined team can access the Teamroom and its contents. Access to individual objects can also be granted via a category. The Access Protection type of the Teamroom has to be “Extended by Category” so that the categories are considered.
Objective |
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The “Construction” department should get access to some documents in the “Development” Teamroom. |
To achieve the objective, proceed as follows: