ECM Document Categories

The Document Categories are used to classify archived documents. They can be arbitrarily defined and named. These names are only indicative. The document category descriptions allow a simple way of determining what type of document the corresponding entry in the document entries refers to.

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Document categories are transmitted to the Document Category field within the document entries if you have set up this in the document definitions. For this purpose, in the document definitions, a document category can be stored in the field of the same name in the General FastTab.

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The document category can also be passed as a metadata field in the ECM system along with the DOCUMENTTYPE variable.

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The following table provides an overview of the individual fields and their meaning:

Field	Meaning
Code	This field names the document category.
Description	This field allows you to store a more comprehensive description.
Blocked	If the checkbox is enabled, this document category is considered locked.
Category	Used for further grouping of different document categories. These categories are used for filtering with the help of the "Category Primary Filter" setup.
Capture	This field is not used internally. External capture components can evaluate this field via SQL view/ web service.
Retention Time (Years)	Here you can set up the retention period per document category. Only whole numbers may be used.
Security Level	In this field, the security level for this document category can be set. When a security level is used to classify documents, the rule is: the higher the security level of a document, the fewer users are allowed to view it. If the security level of a user is lower than the one entered in the document item, the archived document will not be displayed to the user. The security level is only active if the field "security level" in the ECM Setup Matrix / Vertical Solutions is set up in the ECM setup matrix industry.

* When a corresponding mapping code is created, two additional fields can be passed to the document entries and the archive via the Document category parameter:

To use the functions, you have to enable and set them up in the project.

Action	Meaning
Category Primary Filter	Opens the "Category Primary Filter" page Clicking the Category Primary Filter action opens the page of the same name. This enables you to influence document display in the Fact boxes. By default, the document entries are filtered by the following procedure, and displayed in the FactBox. Process No. (Document no ...) Process No. 2 Account No. Contact No. Document No. Posting Date Project No. If one of the above fields has been defined in the object reference matrix for a table, then the FactBox will be filtered according to the content of this field. If the field has not been defined, the next option will be used for filtering. This entry can be overridden with an entry on the Document Entries Primary Filter page, e.g. purchase invoices can be directly filtered according to Document No. and posting date instead of being filtered according to the process number. The result for the FactBox can be additionally limited via the Condition field. For example, by default, all documents of this customer (proposals, orders, invoices, etc.) are displayed to the customer. If, however, you want to display only those documents that have been assigned directly to the customer using drag and drop, and no others, then the FactBox must also be filtered using a condition. In this case, the condition is:`(where(field7=1(18))`. This filter can be set per user and/or page and deleted by the user, as needed.However, the startup filter is set prior to "gathering" the document items, thereby speeding up gathering information for the FactBox. This startup filter cannot be deleted.
Document Category Matrix	Shows the page with the assignments to the document categories. This function is used for document assignments when a simple barcode scenario (when posting purchase invoices, an On Hold journal entry is created and linked to a corresponding document with a barcode) cannot be used. In these scenarios, no On Hold journal entry is created for external documents in Microsoft Dynamics 365 Business Central, but report 5125006 Assign ECM JnlLine by Barcode is set up in the ECM task scheduler for barcode assignment according to table number and barcode field. For scenarios with multiple barcode fields per record, the document category is added as an additional distinguishing criteria. When using the document category for assignments, only specific (mapped) tables are searched, but not all tables.
Document Entries	Opens the ECM document items page, filtered to the selected document category.
Assignment with batch job	If a simple barcode scenario cannot be used (e.g., when posting EK invoices, a On Hold Journal line is created and linked to the corresponding document with barcode), batch processing reports can be used. This setup table is used for these batch reports. Assign ECM Onhold Journal Line by Account - Contact [Assign ECM Onhold Journal Line by Account - Contact field]. Assign ECM OnHold Journal Line by Field ECM Document ID (Barcode)] Assign ECM OnHold Journal Line by Field Document No. [ECM Wait Book. sheet line by field Assign Document No.]. In these scenarios, no On Hold Journal line is created for external documents in Microsoft Dynamics 365 Business Central, but one of the previously mentioned reports is used and set up in the ECM Task Scheduler. Using this setup and the object reference matrix, the unassigned document from the archive is assigned to a record in Business Central.
Document Category Matrix Internal	Here is logged with how often, where and with which filter a document category is used. This is helpful to set up the document category matrix according to your own wishes.
On Hold Journal	Opens the ECM On Hold Journal page, filtered to the selected document category.

Opens the "Category Primary Filter" page