Your Document administrator can create lists that are available for Document users to select from in different areas of the program. Creating lists is an optional step. You can create lists for some items and not for others, depending on what your firm needs. The lists you can create for Document include the following:
- Allowed hyperlinks. As an alternative to adding files directly to Document, your firm can allow staff members to add hyperlinks that point to files outside of Document. Before a staff member can add a hyperlink to Document, the firm administrator must add that link's URL to the list of allowed hyperlinks. Thjs step prevents unknown or malicious hyperlinks from being added to your repository.
- Disallowed file types. By default, Document excludes many file types that present potential security risks. You an add more file types to this list, if needed.
- Document types. Document types are categories that, along with classes and subclasses, can help you organize and find files. You can assign a document type to a file when you upload it to Document.
- Portal announcements. If your firm uses Portal, you can create a list of announcements to be delivered by Portal. You can select which activities will prompt the announcements.
- Years. You can create a list of years that staff can select from when they assign metadata
Descriptive information about a file that is used to help organize files. Examples of metadata you can assign to files include class, subclass, document type, and keywords, among others. to a file. The years in the list are also used as the basis of year folders for folder templates. - Non-client identification number type. If your firm uses Document to store non-client files, then you can list the types of number to use as identifiers for the non-clients. For example, you might choose to use an account number or a number generated internally.
- Non-client type. You can list the types of non-clients for which your firm stores files in Document. For example, if you store files for vendors in Document, you might want to list a vendor as a non-client type.