Create/Edit/Delete a Document Type

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 Account 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.
• Cardholder Data (CHD, regulated by PCI DSS) and Protected Health Information (PHI, regulated by HIPAA) may not be collected in Recreation Management Documents. Learn more about PII, Sensitive PII, and PHI. 

 

Create a Document Type Instructions

 

 

1. Navigate to the Configuration tab, select Checkout Settings, and then Document Types
   
   
2. Select Create Document Type
   
   
3. Fill out the following fields:
   
   
   • Name: Add a unique name for the Document Type
     • This name cannot be the same as any existing or deleted Document Type. 
   • Document Security Level: Choose Standard or Secure 
     • 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.
     • The maximum term is 120 months. For security purposes, documents cannot be restored once deleted.
     • The Retention Policy cannot be changed once the Document Type is created. 
4. Click Save
   
   

 

Edit a Document Name Instructions

 

Important Note

• Document Types must have unique names that do not match any other current or deleted document types. 

 

 

1. Navigate to the Configuration tab, then select Checkout Settings, and then Document Types
   
   
2. Click the Actions icon, and then select Edit, next to the Document Type you wish to modify
   
3. Edit the Name
   
   
4. Click Save
   
   

 

Delete a Document Type Instructions

 

Important Notes

• Document Management is a paid feature. For more information, please contact Support or your Client Success Manager.
• Document Types that are assigned to an active activity/session cannot be deleted. 
  
• New Document Types will not be able to have the same name as a deleted Document Type. We recommend first renaming the Document Type before deleting it so the name can be used again in the future. For example, renaming "Allergies Form" to "Allergies Form - Old". 
• Notifications are not sent to staff users when a public user removes a document. 
• You can't restrict the removal option but in some cases, the public user won't be able to remove a document. For example, a user cannot remove a document that is required for an activity after the session has started. They can however remove a document prior to the start of the session and in that case, the document status would change within the roster.

 

 

1. Navigate to the Configuration tab, then select Checkout Settings, and then Document Types
   
   
2. Select the Actions Icon, and then Delete next to the Document Type you wish to remove
3. Click Ok on the pop-up that says Are you sure you want to delete the [name] Document Type?
   

 

In-Article Glossary

The terms located in this section are listed alphabetically:

• CHD: Cardholder Data
• HIPPA: Health Insurance Portability and Accountability Act 
• PCI DSS: Payment Card Industry Data Security Standard
• PHI: Protected Health Information
• SPII: Sensitive personally identifiable information 

 

Resources

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