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Manage Document Types - Council Local Administrators only

Local Administrators have the ability to over-ride some of the default rules and workflow associated with certain application documents. The default values are set by the SPEAR Administrator. Any changes made by a council will apply for that council only. Applicants may not be aware of the changed requirements of different councils until they attempt to submit an application.

NOTE: Please contact the SPEAR Service Desk on 03 9194 0612 before making any changes to the documents listed on this screen.

The option to "Manage Document Types" is available from the Administration Menu. The Administration Menu is available when you click on the drop down list and select "Administrator". This will change your SPEAR role to local administrator role.

Steps

You will need to complete the following to modify a document type rules and workflows:

1. Select the option '"Manage Document Types'" from the Administration Menu.
2. A list of documents will be displayed detailing the application type, category, document type (name) and the owner i.e. the person who will add the document or action to an application.
3. Click on the edit link next to the document you wish to modify.
4. Local Administrators can change some of the rules and workflows on this "Edit Document Type" screen. Once changes have been completed, click on 'update'.
5. A confirmation message will be displayed. Click on 'return' to go back to the Manage Document Types screen.

You will need to complete the following to add a new document type:

1. Select the option "Manage Document Types" from the Administration Menu.
2. On the Manage Document Types screen, scroll down and click on 'add new'.
3. The Create Document Type screen is displayed. Enter the appropriate information in the mandatory fields.
4. Once information has been completed, click on 'create'.
5. A confirmation message will be displayed. Click on 'return' to go back to the Manage Document Types screen.

If Local Administrators make changes or add a new document type the class will now be "local" rather than "global". "Local" document types have the option to "restore defaults" - this will take the class back to "global". If the local document type is a new document added by council there will be an option to "delete". If the document type has been used in a SPEAR application, it can not be deleted but you can modify the "visible" settings so it is no longer displayed.

To end the role as Administrator click on the drop down list and select the option applicable to return you to your Current User Role.

For further information, please contact the SPEAR Service Desk on 03 9194 0612 or email fcrne.vasb@qryjc.ivp.tbi.nh.

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