Configuring categories, values, and attributes

Policy Manager categories and values are internal name/value pairs where you can match an internal code with what you want the user to see. Some Categories, Values, and Attributes are pre-populated in the system, and you can add or update them for your organization.

Categories (Reference Domains) have associated child Values (Reference Codes).

For example, a Category (Reference Domain) of AddressType may have Values (Reference Codes) including MAIL and PHYS. If you want to add BUS, you could create a Value (Reference Code) and associate it to the existing Category (Reference Domain) of AddressType. The internal code may be BUS but the meaningful name, Business, will display in the user interface.

If you create new Category/Values for documents, you may need to the security group Access Rights for the new document setting. See Managing security groups (user roles).

Configure Categories (Reference Domains)

You can create or update a Category. Additional fields can be organized by Categories. See Managing additional fields.

Steps:

  1. From the left menu, select Administration then Configure Categories.

  2. On the page, select the Reference Domains button to create a new domain or select the button to update an existing domain. Add or update:

    • Name: Enter a unique name or select a Domain. You cannot delete a Category or change the name once created.

    • Description: Enter a description.

    • Code Max Length: Enter the maximum number of characters allowed.

  3. Select Save.

Configure Values (Reference Codes)

You can create or update Values (Reference Codes) for existing Categories (Reference Domains).

The following example shows a Domain (AddressType). The Codes are the internal Reference Codes stored in the database. The Meaning is what the user sees in the system and in reports. Description is any information helpful to define the Code. The Order is the order the codes are displayed in the system.

Domain Code Meaning Description Order
AddressType MAIL Mailing Address Mailing Address 1
AddressType PHYS Physical Address Physical/ Shipping Address 2
AddressType BUS Business Address Business Address 3

The steps to configure values follow.

  1. From the left menu, select Administration then Configure Values.

  2. On the page, select the Reference Codes button to create a new code or select the Edit link to update an existing code. Add or update:

    • Code: Enter the name of the reference code or select an existing code. This is an internal reference and is not seen by the end user.

    • Description Enter a description.

    • Domain: Select the Domain, which is a Category (Reference Domain). Once selected, it cannot be changed.

    • Meaning: Enter the end user meaning, which is the value users will see in the system and on reports.

    • Active: Select to activate or deselect to deactivate. If the value is used in the system, the value will disappear from the menu, but documents are not affected. Elements of the system may no longer be visible if this is deactivated when in active use. This can be reversed by reactivating the value. If the value relates to a critical element that is in active use, it will not be available to deactivate.

    • Order: Enter the order the Value will display in the user interface.

  3. Select Save.

Configure attributes

Configuring attributes is advanced functionality that may cause damage to the system. Attributes should only be changed in conjunction with your Diligent Customer Success Manager.

Configuring attributes is primarily used to link user interface Categories and Sub-Categories that are available for selection when documents are created or updated. Sub-Categories are not mandatory field. For example, your organization may have a Category of HR and Sub-Categories of Benefits, Leave, and Safety.