Document Types

Required Access Level

Admin or Super Admin

A Document Type is the label that classifies a file attached to an instance or a task: "ID Card", "Proof of Residence", "Invoice", "Service Agreement". The file carries that label for the rest of the process's life, and it is what answers which document is this without relying on whatever name the sender gave the file.

Managing the types

1. Go to Modeling → Document Types in the sidebar
2. Click New Type
3. Fill in:
   • Type Name — required, the label that shows up on the classification
   • Description — what the document is for
   • Active (Allows new uploads) — clear it to retire the type
4. Click Save

The list shows Name, Description and Status, with edit and delete buttons on every row.

Creating, editing and deleting belongs to the tenant Admin

The screen is hidden from anyone who is not an Admin, but what closes the catalogue is the API: POST, PUT and DELETE on /a/document-types require the tenant Admin or a Super Admin, and answer 403 to anyone arriving by another route. Reading goes down to the Manager, because it is what fills the type selector in the form builder; the ordinary user does not read the catalogue.

Deactivate rather than delete

An Inactive type stops being offered for new uploads, but files already classified with it stay classified. Deleting is the path for a type created by mistake; for a type that fell out of use, deactivating keeps the history readable.

Where the type is applied

The type is picked in the form builder: selecting a File field brings up the Document Type picker in the properties panel. Every file sent through that field is born classified with the chosen type — the person filling in the task classifies nothing, and cannot classify it wrongly.

A file field with no document type still works: the file comes in unclassified.

Global and tenant types

• Tenant types — created under Modeling → Document Types by the Admin (for example "Internal Closing Spreadsheet"). They apply to your company alone, and only it sees them.
• Global types — created by the Super Admin inside a global template, on that template's Document Types tab. They belong to that global process and are available to its forms in every subscribed tenant. See Global Templates.

A global type is not editable by the tenant, for the same reason the template's diagram and forms are not: the tenant inherits the package, it does not fork it.

Writing into the global layer is the Super Admin's

Creating a global type (POST /a/document-types?isGlobal=true), changing it or deleting it requires a Super Admin. A tenant Admin gets 403: a global type holds for every tenant that subscribes to the process, and a tenant's Admin answers only for its own. Reading the global types of a subscribed process (GET /a/document-types?isGlobal=true&processKey=...) stays open to the tenant — it is what fills the File field's picker in that process's forms.