When documents are uploaded to the Document Vault, they are created from a Document Type that defines how the document is created and access levels for creating, viewing, etc.

Document Types are created in the Back Office > Document Vault page.

Click on the New button to create a new Document Type. Then generates defaults and saves the new type. Enter the settings in the form as described below:

1. Enter the name of the Document Type - This is the name users will see when they create a new document.
2. Select the Input Methodology - Select SpokeChoice Form and Optional Printable PDF if you wish to create the document data using a custom form and optionally associate that data to a PDF file. If an associated PDF file is created, the document can be downloaded with the data from the form merged onto the PDF file.
   Select Upload Hard Copy if you wish to upload a hard copy document from disk or by taking a picture on a mobile device.
3. Use the Rulestable to setup all rules for each role type. A rule in a cell is turned on by clicking on the gray icon at which point the icon will turn green. When a user is signed-in, the rules for their active role are enforced. Rule definitions are as follows:
   • May be ASSOCIATED - This rule determines which user roles may be associated with a document. NOTE: This rule is modified by setting #4 below.
   • Must HAVE - Determines if a user is missing a document.
   • Can CREATE - Determines which users may create or add a document to the document vault. For example, a document may be associated to a provider but can only be created by an admin as opposed to allowing the provider to create/upload their own document.
   • Must SIGN - Determines which role types (if associated) must sign the document. For example, if a Guardian and Provider must sign a document, an E-Signature record will be associated with each of these users.
   • Can VIEW - Determines which users may view a document. For example, an admin may create a incident report associated with a provider and only the admin may view the document.
4. This option determines how if all or one ASSOCIATED users are required on each document of this type.
   • All Are Required - Indicates that all of the associated users are required.
   • One or More Allowed - Indicates that 1 or more of the users is allowed. The only check is that you have at least 1 of the users.
   • Only 1 Allowed  - Indicates that only 1 of the users is allowed.
5. When a document of this type is uploaded, the expiration date is replaced for any existing document for the selected user. The expiration date for the selected user replaces any existing expiration date for the Expiration Type selected.
   NOTE: This option is only allowed when the REQUIRED option is set to Only 1 is allowed .
6. Check if this Document type is a continuing education course/document. Click here to learn more about this
7. Check to require an effective date be added to the document.
8. Check to require a Pay Period to be selected to associate the document to.
9. Check to allow any user to edit a document after an admin has marked it as reviewed.
10. Optionally select a Billing Code to associate the document with.
11. Click Save to save your changes.

When the SpokeChoice Form and Optional Printable PDF is selected, 2 buttons will become visible.

Click the Edit Form button to create/edit the form data to create & save with the document.

Click the Map PDF Fields button after you have created a custom form for the Document Type. This opens a form where you will upload your PDF file and map the form fields to PDF fields.