This article will show you how to add a new Document Type. Document Types allow you to specify the category of document that should be uploaded, such as Proof of Residency or Birth Certificates, and how long uploaded documents are retained. 

Once created, Document Types can be assigned to activities or Facilities as required or optional documents that participants upload when registering for a session or Facility. 

Important Notes

• Document Management is a paid feature. For more information, please contact Support or your Client Success Manager.
• Document Types must have unique names that do not match any other current or deleted document types. 
• A Document Type can be assigned to multiple activities/facilities. We recommend creating one document type per topic/category so that if a user uploads a file for that Document Type, it will also apply to other activities/facilities that require the same file (as long as they have uploaded it within the retention policy timeframe). 
  • Example: One "Birth Certificate" Document Type is created and assigned to all relevant activities. A user registers for a summer camp that requires a birth certificate to be uploaded. A few weeks later they sign up for an afterschool program that also requires a birth certificate but because they have already provided a file for that Document Type when registering for the summer camp, they will not have to reupload the document. 

Document Security Level

• Standard: By selecting Standard you understand and agree that the document you are about to create will not be secure and should not be used for soliciting or storing any sensitive personally identifiable information (SPII).
• Secure: If you intend to solicit or store any SPII you must select Secure when creating a Document Type. Failure to upload sensitive PII to the secure portal may result in you being responsible for notice and remedy requirements in the event of a security breach.
• Note: Cardholder Data (CHD, regulated by PCI DSS) and Protected Health Information (PHI, regulated by HIPAA) may not be collected in CivicRec Documents. Learn more about PII, Sensitive PII, and PHI. 

Instructions

1. Navigate to Configuration > Checkout Settings > Document Types
   
   
2. Select Create Document Type
   
   
3. Fill out the following fields:
   
   
   • Name: Add a unique name for the Document Type
     • Note: This name cannot be the same as any existing or deleted Document Type. 
   • Document Security Level: Choose Standard or Secure 
     • Note: Files uploaded to Secure Document Types will be encrypted and only those specified on the activity will be able to manage them. Document Security Level cannot be changed once it has been set.
   • Retention Policy: Set the number of months uploaded documents are retained. Documents will be automatically deleted when the retention policy term has been met.
     • Note: Maximum term is 120 months. For security purposes, documents cannot be restored once deleted.
     • Note: The Retention Policy cannot be changed once the Document Type is created. 
4. Click Save
   
   

Resources

• Add a Document Type to an Activity
• PII, Sensitive PII, and PHI
• Manage Permissions for Document Types