Managing Classes and Subclasses

Classes and subclasses are categories assigned to files stored in Document. Each class must have at least one subclass. Every file added to Document must have a class and subclass assigned to it. You can use classes and subclasses along with document types to organize your files in Document. The class assigned to a file also determines the length of time the file is retained in Document.

Tell me about the elements in the grid.

Element	Description
(Expand button)	Click the button beside a class to expand it and display a list of the subclasses assigned to the class.
Class/Subclass	Displays the name of the class or subclass.
Class Retention/Subclass Retention	Displays the length of time that files assigned this class and subclass will be retained.
Permanent	Indicates whether the files assigned this class and subclass should be permanent files.

Note: You cannot change the information for classes and subclasses in the grid. Use the procedure for editing a class or subclass below to change the properties for a class or subclass.

Click a link below to learn how to manage classes and subclasses.

Create a new class or subclass.

1. Open Dashboard, click Application Links on the navigation panel, and then click Settings and defaults under Firm.
2. Click Document > Class and subclass on the navigation panel.
3. Click New.
4. In the Entities section, select the entity types for which the class should be available.
5. Enter a name for the new class.
6. To set the retention period for files assigned to this class, do one of the following:
   • Select the Permanent check box if files that have this class assigned to them should be retained forever.
   • Specify a retention period for the class by entering a number in the Retention # box and then select an option from the Retention unit list.
7. In the Subclass grid, create at least one subclass for the class.
   1. Enter a name for the subclass.
   2. If the subclass retention period is different from the class retention period, do one of the following to set the subclass retention period.
      • Specify a retention period by entering a number in the Retention # box and then select an option from the Retention unit list.
      • Select the Permanent check box if files that have this class assigned to them should be retained forever.
   3. Tab to exit the row and create the new subclass.
8. Click OK.
9. Click OK again.

Add a subclass to an existing class.

1. Open Dashboard, click Application Links on the navigation panel, and then click Settings and defaults under Firm.
2. Click Document > Class and subclass on the navigation panel.
3. Select the class for which you want to create a subclass.
4. Click Edit.
5. Enter a name for the new subclass in the blank line at the top of the Subclass grid.
6. If the subclass retention period is different from the class retention period, do one of the following to set the subclass retention period.
• Specify a retention period by entering a number in the Retention # box and then select an option from the Retention unit list.
• Select the Permanent check box if files that have this class assigned to them should be retained forever.
7. Tab to exit the row and create the new subclass.
8. Click OK.

Edit an existing class or subclass.

1. Open Dashboard, click Application Links on the navigation panel, and then click Settings and defaults under Firm.
2. Click Document > Class and subclass on the navigation panel.
3. Select the class that you want to edit in the grid, and then click Edit.
4. Change any of the class and subclass options as needed.
   • Entities. If needed, change the entity types selected in the Entities section. The class will be available for each selected entity.
   • Class name. You can edit the name of the class.
   • Retention period. Do either of the following to change the retention period:
     • Select the Permanent check box if files that have this class assigned to them should be retained forever.
     • Specify a retention period for the class by entering a number in the Retention # box and then select an option from the Retention unit list.
   • Subclasses. In the Subclass grid, edit the subclasses as needed.
   1. Revise the name for the subclass.
   2. Change the subclass retention period if needed by doing either of the following:
      • Specify a retention period by entering a number in the Retention # box and then select an option from the Retention unit list.
      • Select the Permanent check box if files that have this class assigned to them should be retained forever.
   3. Tab to exit the row and create the new subclass.

   Note: If needed, you can delete a subclass by selecting it and then clicking Delete Subclass. You cannot delete all the subclasses for a class. A class must have at least one subclass.

5. Click OK.
6. Click OK again.

Delete a class or subclass.

1. Open Dashboard, click Application Links on the navigation panel, and then click Settings and defaults under Firm.
2. Click Document > Class and subclass on the navigation panel.
3. Select the class or subclass that you want to delete.

Note: To select a subclass, first click the expand button  for the class the subclass is assigned to.

4. Click Delete.

Note: Each class must have at least one subclass associated with it. You cannot delete the only subclass from a class. However, you can delete the entire class and all its subclasses.

5. Click Yes to confirm that you want to delete the class or subclass.
6. Click OK.

Print a list of classes and subclasses.

1. Open Dashboard, click Application Links on the navigation panel, and then click Settings and defaults under Firm.
2. Click Document > Class and subclass on the navigation panel.
3. Click Print.
4. Select your print options, and then click Print.
5. Click OK.

Find a class or subclass.

1. Open Dashboard, click Application Links on the navigation panel, and then click Settings and defaults under Firm.
2. Click Document > Class and subclass on the navigation panel.
3. Click Find.
4. In the Find box, enter the text you want to search for.
5. Click Find Next to find the next instance of the text in the grid.
6. Continue clicking Find Next as needed to move to the next instance in the grid.
7. Click Cancel to exit the Find window.