Classification

The creation and deletion of a classification category as well as the navigation through the classification tree are similar to the Files tab described in the chapter above.

The classification root category is the only one that a physical folder entry will be created for. This is required for user permissions to grant role rights to access this classification (for details on granting roles see chapter Roles management).

A classification differs from the folders as the structure is created dynamically when the user opens a classification category based on defined metadata attributes. Thus, it is impossible to move categories, e.g. using drag and drop with the mouse. The additional parameters that are required for defining a classification tree are listed in table Classification – parameters below.

Figure 131: Files – classification

You can perform the following actions:

define the classification tree

To add or delete a subcategory in the classification tree, you can also use the context menu by right-clicking an existing node.
delete entire classification or a category / subcategory (see section Defining a structure for details)
export a classification
import a classification

Only one subcategory is allowed for a category because it actually defines how subcategories are populated when opening the file. Thus, the button Add Levelbecomes disabled if the selected classification category already has a subcategory.

You can perform the following actions:

define a file tree
delete a file / register
determine a file order

To create a classification, follow these steps:

Click Add Classification. The window Add New will be displayed:
Enter a name of the file and confirm by clicking Ok.

A new top level node is created at the top of the file tree which is automatically selected.
Click Save.

Don’t forget to adjust the permissions for new classifications in the corresponding roles, otherwise users will not see the new classifications.

To create a level

Select the node for which you want to create a sub level.
Click Add level (also available as context menu entry with a right mouse click)

The window Add New will be displayed:
Enter the name of the sub-level and confirm by clicking Ok.

The new level will be created as a direct sub-node of the selected node and will be added as the first sub-node.

Ensure the sub-level name is unique within the same hierarchy level. This is especially important during classification relocation to avoid conflicts.

All levels are sorted in alphanumeric order.
Each level is restricted to having exactly one node. Logically, all levels must originate from the same document type to produce results. Mixing document types across levels will yield no results.
Click Save.

To modify a classification configuration

Select a node from the tree.
The entry fields for name and description will be displayed in the right part of the Files tab:
Adjust the Name and Description. Both fields are mandatory.
Optionally localize the name and description in the available languages (see Localization for related details).

The name that you have to provide by creating a register or a file is the technical node name that cannot be changed later anymore.

The changed or localized name will be displayed in the file view and the description is used later as a tooltip in the file view.
Optionally change the document type and attribute on which the search is based on, see the table below for more details.
Click Save.

To delete a node

Select a file or register from the file tree.
To expand or collapse the file tree, use the navigation arrow near the corresponding file.
Click Delete (also available as context menu entry with a right mouse click) and confirm.

If the selected level (or one of its registers) contains at least one document reference, a second confirmation dialog appears. For information on adding documents to a file, see Working with document attachments [UM WorkplaceClient].

If the currently selected file node has sub nodes, the file will be deleted with all sub files.
Confirm the deletion by clicking Ok.
Click Save.

To determine a file order

The order of the files within a dedicated file node determines their order when they are displayed in the file view. By default, files are sorted in alphanumeric order.

To move a node up and down in the list:

Select a node and move it pressing the Shift key in combination with the UP and DOWN key.
To move a file node within the tree:

Select a node and move it to the desired node using drag and drop with the mouse.

The table below describes the classification parameters:

Parameter	Description
The Classification root category
Based on Document Type	All accessible document types can be chosen excluding the virtual “All” document type. The default is the first entry in the list.
Attribute	The parameter shows changes according to the selected document type. The default is the first entry in the list. Only attributes that are marked as mandatory should be used for creating classification categories. Otherwise documents with undefined relevant attributes are not shown in the classification tree.
Is Searchable	The check box to trigger a search is disabled as the classification root category does not create a hit list.
All other categories
Based on Document Type	If the parent category document type is the “All” , the document type combo box is set to the “All” document type. Otherwise the document type combo box contains the document type as selected in the parent classification category plus the virtual “All” document type. Default is the document type of the parent category.
Based on Attribute	If the “All” document type is chosen, the attribute combo box is disabled. The default is an empty value. The attribute combo box contains all attributes of the selected document type with the first attribute preselected. The displayed values are localized attribute default names. Only attributes that are marked as mandatory should be used for creating classification category. Otherwise the documents with undefined relevant attributes are not shown in the classification tree.
Is Searchable	Use the check box to trigger a search. The hit list will be displayed on selecting the corresponding category.
Table 34: Classification – parameters