Document groups and types #

A document type is one kind of request or record; document groups are the folders people see. Both are managed under Document Flow.

Groups and their three kinds #

Kind	Shown on	Demo groups
Apply	Book Online (guests, corporate clients and vendors)	Room Reservations, Banquets & Events, Dining & Spa, Vendor Registration
Create	New Request (staff)	Front Office & Guest Relations, Housekeeping, Engineering & Maintenance, Food & Beverage, Night Audit & Income, Quality & Internal Audit, Procurement & Stores, Sales & Revenue, HR & People, Security & Safety, External Audit
Index	My Files → Select Document Type	Guest Records, Audit & Finance Records, Licences & Compliance, Contracts & Agreements, HR Records, Accounts Payable, Revenue & Receivables, Banking & Treasury, Statutory & Tax Compliance, Fixed Assets, Payroll, Inventory & Cost Control, Management & Governance

Both are managed under Document Flow, on the tabs Document, Document Group, Document Tag and Document Table Tags. Create a group on the Document Group tab: enter the Name, choose the group type, Save Changes.

Document Group: each group's type (Apply, Create, Index) and data table

Create a document type #

Field	Notes
Name and Description	What people see, and when to use it
Document Group	The folder it appears in
Form	The questions (Forms and tags)
Document Tag	The processing details staff record
Data Table	Where its records are kept for search and reports
Enabled	Untick to hide it without deleting anything

Then connect it to a workflow (Workflows) and give roles access (Who can see and act). Every document type needs a workflow.

Document: the document types, with one type's properties (Properties, Roles, Aging)

Aging per document type #

Under Aging, set the document type's own On time and Critical After days, counted from the Created date or the Last activity. For example, a Guest Complaint & Service Recovery should be closed the same day, so set On time to 0 days and Critical After to 1.

For rate cards and packages that change each season, add the new version and disable the old one once it closes. Old bookings stay intact and searchable.

Next: 8. Forms and tags