NB: The following sections are only visible to the staff member designated as the myDocs Administrator.
At subscription commencement, the MYP Champion is automatically assigned the role of the myDocs Administrator. To re-assign the myDocs Administrator role, refer to Select the myDocs Administrator.
myDocs provides the ability to set up document categories and types to suit the needs of the organisation. Possible examples include:
- Advisory – Correspondence, Finance, Legal, Marketing, Newsletters, Sales etc.
- Community – Correspondence, Medical, Service Agreements, Photos, Staff Checks, NDIS Plans, Quotes, Invoices etc.
- Types – Email, Excel, PDF, Image, PowerPoint etc.
NB: Sub-categories may also be created for each category.
To customise the myDocs document structure:
- Navigate to ‘myDocs’
- Select ‘Customise documents’
Customise document categories + subcategories
To create a document category:
- Select the expand arrow beside ‘Customise categories’
- Select ‘Create category’
- Enter the category name
NB: After creating a new category, please go to ‘Manage settings’ and update the relevant ‘Staff permissions’.
If required, sub-categories can also be created under this category.
- To the question ‘Do you want to create subcategories?’ select ‘Yes’.
- Add subcategories by selecting ‘Create sub-category’
- Select ‘Save’
NB: In Opportunity or Project tasks, if a ‘client’ or ‘other’ task owner adds a document, a new default myDocs category will be created as ‘Unassigned’ and will not be editable.
To edit or delete a document category or subcategory:
- Select the expand arrow beside ‘Customise categories’
- Locate the relevant category and select ‘Edit’ or ‘Delete’ as required
Customise document types
To create a document type:
- Select the expand arrow beside ‘Customise types’
- Select ‘Create type’
- Enter the type name and select ‘Save’
To edit or delete a document type:
- Select the expand arrow beside ‘Customise types’
- Locate the relevant type and select ‘Edit’ or ‘Delete’ as required
NB: When deleting a document category, subcategory or type, a relevant message will display on screen to ensure existing documents in these areas are re-assigned appropriately.
Re-assign documents to different category
Once documents have been created, the myDocs Administrator is able to re-assign a document to a different category and sub-category. To re-assign a document:
- Select ‘Re-assign’
- Use the filters and search function to identify the required document
- Once identified, select the relevant category and type from the drop-down menu
- Select ‘Save’