Associating a controlled directory
 |
 |
Prerequisites
Previously configured controlled directory.
Document
Access to the Configuration > Document > Category (DC043) or Record retention schedule (DC042) menu.
Document category previously configured with revision control.
Previously configured record retention schedule.
PDM
Access to the Configuration > Item > Item type (IT040) menu.
Previously configured item type.
Introduction
This article will cover how to associate a controlled directory and define how documents and items will be archived. See more details:
Associating a controlled directory with a document category
1. Access the Configuration > Document > Category (DC043) menu.
2. Select a category with enabled revision control and click on the 
button.
3. Access the Electronic file tab.
4. In the Archiving section, check the Controlled directory option for the document steps in which you want for the electronic files to be stored in a controlled directory.
5. In the Saving mode field, define whether the electronic files will be stored normally or compressed in each enabled step.
6. In the Path field, associate the controlled directory in which the electronic files will be stored in each enabled step.
For each step, a different folder can be created. In this case, as the status of the documents changes, such as when a new revision is created and the previous revision ceases to be the current one, the electronic files will be copied to the folder corresponding to the status in which the document is found.
7. In the Block field of each step, inform whether you wish to block the insertion or deletion of electronic files in the document during the step.
8. Click on the 
button to finish associating the directory with the category.
Click here to learn how to configure further data in the Electronic file tab of each document category.
Associating a controlled directory with a record retention schedule
1. Access the Configuration > Document > Record retention schedule (DC042) menu.
2. Select the desired record retention schedule and click on the button.
3. In the Current tab, check the Controlled directory option.
4. In the Saving mode field, define whether the electronic files will be stored normally or compressed.
5. In the Path field, associate the controlled directory in which the electronic files will be stored.
6. Click on the button to finish associating the directory with the schedule.
- Click here to learn how a record retention schedule works and how to configure its other data.
- Click here to learn how to create a document category.
- A tabela de temporalidade é associada às categorias de documento sem controle de revisão.
Associating a controlled directory with an item type
1. Access the Configuration > Item > Item type (IT040) menu.
2. Select the desired category and click on the button.
3. Access the Electronic file tab.
4. In the Archiving sub-tab, check the Controlled directory option so that the electronic files are stored in controlled directories.
5. In the Saving mode field, choose whether the files will be stored normally or compressed.
6. In the Path field, associate the controlled directory in which the electronic files will be stored.
7. In the Block section, indicate whether you wish to block the insertion or deletion of electronic files when creating the item.
These fields will only be available for selection if the revision of the items of this type is controlled by the system.
8. Click on the button to finish associating the directory with the item type.
Conclusion
When the association is completed, the items and documents with the type or category will have their electronic files duly stored in the controlled directory!