Document Type
The Document Type section enables users to define and manage categories for documents linked to compliance workflows. These classifications provide a structured way to organise, track, and manage documentation across all compliance records.
Document Type represent specific categories of files that support compliance activities—such as Licence, Agreement, Certificate, or Policy documents. By managing these centrally, teams can standardise document classification and improve traceability.
The Document Types section allows you to create a consistent set of document categories that can be applied across all compliance records. These categories help ensure that documentation is properly organised and provide better visibility into the types of files associated with each compliance workflow.
Quick Check - Before You Start
- You can edit Site Settings › Compliance › Document Type
- Align labels with the filenames teams already upload (for example Certificate, Agreement)
- Disable legacy labels instead of deleting when evidence lockers still reference them
Managing Document Types
Add Document Type
- Click the Add New button at the top left.
- Enter the document type name in the required field (e.g., "Licence", "Certificate", "Agreement").
- Click Save to add the document type to the compliance system.
Edit Document Type
- Click the pen icon next to the document type you'd like to modify.
- Make the required updates to the document type name.
- Click Save to apply the changes.
Delete Document Type
Common Pitfall
Removing a document type breaks classification on stored files. Disable when the category is retired but must remain on historical uploads.
- Single delete: Click the trashcan icon next to a document type and confirm the deletion.
- Bulk delete: Use checkboxes to select multiple document types, then confirm deletion.
Other Actions
- Filter – View document types by status or other criteria.
- History – Export a detailed log of document type changes and version history for auditing purposes.
- Export – Download the complete list of document types in
.xlsxformat.
Table Flexibility
Users can tailor the table layout using the following controls:
| Feature | Description |
|---|---|
| Sort by Ascending or Descending | Reorder document types alphabetically or by status. |
| Pin Column | Lock important columns in place while scrolling. |
| Autosize This Column | Automatically resize the specific column to fit its content. |
| Autosize All Columns | Applies autosizing on all columns. |
| Choose Columns | Show or hide individual table columns. |
| Reset Columns | Return the table to the default configuration. |
Tips
- Use clear naming conventions to make document types easy to filter and apply across different compliance records.
- Match document types with audit or licence workflows to maintain consistency.
- Keep document type names standardised for consistent exports and reporting.
- Archive or disable unused document types instead of deleting them to retain historical context and maintain audit trails.
- Regularly review document type lists to ensure they align with current compliance requirements and regulatory changes.
- Use consistent terminology across document types to improve searchability and reporting accuracy.
Troubleshooting
Why is a document type missing when I upload evidence?
It may be Disabled or spelled differently than users expect.
Steps to resolve:
- Open Site Settings › Compliance › Document Type
- Enable the row or add the missing label, then retry the upload workflow
Why do exports show two types for the same file?
Duplicate names split reporting.
Steps to resolve:
- Export the master list with compliance admins
- Disable duplicates after re-tagging documents
How do I evidence document taxonomy changes?
Steps to resolve:
- Download History
- Store dated Export files with your document control procedure