Welcome to Isolocity's Support

What is a Document Type, and why is it important?

• A Document Type categorizes your documents, making them easier to manage, organize, and search. Document Types can represent various forms of content such as SOPs, policies, training materials, or compliance documents. Properly categorizing documents by type ensures that they follow the correct workflows and meet relevant compliance requirements.

How do I begin the process of adding a new Document Type?

• To add a new Document Type, log in to the Isolocity system and navigate to the "Documents" module. From there, select the option “Document Types” at the bottom of the page. This opens the document type creation interface where you can create the new Document Type.

What information is required when creating a new Document Type?

• When creating a new Document Type, you need to provide:

  • Name of the Document Type: A clear and descriptive title.

  • Name Abbreviation: Which ties to the serialization codes for Documents

  • Status: .Active or Inactive

  • Document Validity Footer: Active or Inactive

  • From here you would click “ Create Document Type”

How do I ensure the new Document Type aligns with organizational needs?

• To ensure the new Document Type is relevant, consult with different departments to identify gaps in the current document categorization. Understanding the types of documents your organization frequently manages will help you create a Document Type that fits seamlessly into your existing processes and supports efficient document management.

Can I make the new Document Type visible to all users?

• Yes, during the creation process, you can select the visibility settings to make the Document Type available to all users. This ensures that the new category can be applied consistently across the organization when creating or managing documents.

What are examples of common Document Types?

• Common Document Types include:

  • Standard Operating Procedures (SOPs): Step-by-step instructions for routine tasks.

  • Training Materials: Documents used for employee education and training.

  • Compliance Records: Documents that track adherence to regulations.

  • Work Instructions: Detailed instructions for specific tasks.

  • Policies: Organizational rules and guidelines, such as HR policies or IT security protocols.

How do I create a Document Type specific to my industry?

• Industry-specific Document Types can be created by considering the unique needs and regulatory requirements of your field. For example, in healthcare, you might create types like "Clinical Guidelines" or "Patient Consent Forms." Tailoring Document Types to your industry helps ensure that your document management system supports compliance and best practices.

What should I do if I need to modify an existing Document Type?

• If modifications are needed, navigate to the "Document Types" section, select the type you wish to edit, and update the necessary fields. Modifications may include changing the name, description, or visibility settings. Regularly updating Document Types ensures they remain relevant and useful.

How do I ensure that users understand when to use the new Document Type?

• Provide clear instructions and training on the purpose and appropriate use of the new Document Type. This could involve creating guidelines, hosting training sessions, or including explanations in the document creation interface. Ensuring users understand the new type helps maintain consistency and proper document categorization.

Can I delete a Document Type if it is no longer needed?

• If a Document Type is no longer needed, it can be set to “Inactive” in the “document Types” module. 

What is the impact of adding a new Document Type on existing workflows?

• Adding a new Document Type can improve existing workflows by providing more accurate categorization and management of documents. However, it’s essential to review and adjust any related workflows, approval matrices, or training programs to accommodate the new type and ensure a smooth integration.

How do I align new Document Types with regulatory or industry standards?

• Aligning new Document Types with regulatory or industry standards involves researching relevant guidelines and ensuring that the Document Type supports compliance. Consult with compliance officers or industry experts to create types that meet necessary legal or regulatory requirements.

How do I ensure consistent use of the new Document Type across the organization?

• Consistent use can be achieved by clearly communicating the purpose and application of the new Document Type to all relevant stakeholders. Implementing policies that mandate the correct use of Document Types and regularly auditing document categorization can also help maintain consistency.

What are the benefits of customizing Document Types for different departments?

• Customizing Document Types for different departments allows for more precise categorization and management of documents. It ensures that each department’s unique needs are met and that documents are handled according to their specific workflows and approval processes, enhancing overall efficiency and compliance.

How do I communicate changes in Document Types to my team?

• Changes in Document Types can be communicated through email notifications, training sessions, or updates to internal documentation and guidelines. It’s important to clearly explain the reasons for the changes, how they affect current processes, and what actions team members need to take.

Can I archive Document Types that are no longer in use?

• Document Types can be made Inactive in the Document Type module if they are no longer being used.

What should I consider when naming a new Document Type?

• When naming a new Document Type, choose a title that is descriptive, clear, and easy to understand. The name should accurately reflect the content or function of the documents it will categorize. Avoid using jargon or abbreviations that might confuse users.

What are the consequences of incorrect Document Type usage?

• Incorrect Document Type usage can lead to improper document management, including errors in approval workflows, difficulties in document retrieval, and potential compliance issues. It’s important to regularly audit document categorization to correct any misclassifications and provide additional training if necessary.

How do I integrate new Document Types with existing document management systems?

• Integration involves aligning the new Document Types with existing workflows, approval matrices, and data management practices. Ensure that all relevant systems are updated to recognize the new types and that any necessary adjustments are made to accommodate them.

How do I review and update Document Types over time?

• Regularly review Document Types to ensure they remain relevant and aligned with organizational needs. Updates might be necessary as the organization evolves, new regulations emerge, or as feedback is received from users. Conduct periodic audits and engage with stakeholders to identify any needed changes, ensuring that your Document Types continue to support efficient and compliant document management.