Publication Definition

How-to Add Or Edit Publication Definitions

Publication definitions are used to process completed Work Binders. This process creates a PDF package that is stored in the client's archive. The definitions tell the system what to publish from the work binder with a folder selection and how to publish the PDF package to the archive by using a Policy. See below for instructions on how to create and edit Publication Definitions. There is also a brief streaming video of adding or editing Publication Definitions at this link: https://doc-it.wistia.com/medias/clv7s74m1o

Part 1 - Check the Policy to be used in conjunction with the Publication Definition. You may not need to do this if your policies have been previously reviewed. Policies are added and edited often while using Doc.It. Considerations to take into account for Policies are:
  1. What folder in the Archive will be used to store the published PDF package.
  2. Retention settings that control how long the item should remain in the Archive.
  3. What filename will be applied to the PDF package.
Follow the steps below to check, edit, or create policies.
  1. Login to Doc.It with Admin privileges and open the Maintenance window.
  2. In the Maintenance Window click Policies at the bottom of the window.
  3. In the following tab there are current policies listed down the left side and settings to right.
  4. Click on a policy to edit. There are five primary settings to attend to highlight below. The rest of the settings are outside of the scope of this article.
  5. Policy Category - The category is used to group like policies together. It has no effect on how the policy works.
  6. Policy Name - The name identifies the policy and has no effect on how the policy works. Policy names must be unique.
  7. Document Name Mask - The document name mask is the filename that will appear on the PDF package in the Archive. See our Policies article for more information.
  8. Retention Period - The retention period defines how long the item will remain in the Archive. See our Policies article for more information.
  9. Save in Folder - Defines which folder in the Archive used to store the PDF package. See our Policies article for more information.
Part 2 - Add new or edit current publication definitions. You may not need to do this if the Publication Definitions have been previously reviewed. Publication Definitions can be added, or edited at anytime. Each definition is related to a single Work Binder template. There can be more than one publication definition per work binder template. The purpose is to give the ability to store separate PDF packages from the same work binder. An example of this would be for a tax engagement where there is a need to store the client copy of the tax return separate from the work papers.

Follow the steps below to check, edit or create publication definitions.
  1. Login to Doc.It with Admin privileges and open the Maintenance window.
  2. In the Maintenance Window click Publication Definitions at the top of the window.
  3. In the following tab there are current definitions listed down the left side. The Policy selection is below and the folder selection is to the right side of the window.
  4. Click a definition then click Edit. They are sorted and grouped based on the Work Binder Template which they related to. The publication definitions for the 1041 are highlighted below.
      

The 1041 - Working Papers definition is selected below and in Edit mode. The folder selection and policy can be edited as well as the publication name and binder template. There are settings for Tile Match and Ext, but these are legacy concepts used in earlier versions of Doc.It. More information about these items and the ability to use the Add Document(s) function is available on request from our support team.
      

Publication Definition Name - The name given to the definition to indication what the publication will do. It has no effect on how the definition works, it is only an identifier.
Binder - Identifies the work binder template that the publication relates to. Once selected the Binder Folders window will show a folder structure to select from.
Binder Folders - Shows a list of folders from the template selected. The folders can be added, moved or removed from the definition.
Items To Publish - Shows a list of folders selected for the current definition. This field shows the folder name (Title), selection type (Title Type) and folder order (Title Sequence).
Add Folder And Subfolders - With a folder selected from the Binder Folders, use this button to add the folder and it's subfolders to the Items To Publish list. This is used to make sure that everything is included under the selected folder.
Add Folder - With a folder selected from the Binder Folders, use this button to add the folder to the Items To Publish list. This is used to add single folders to the definition.
Remove Item - With a folder selected from the Items To Publish list, use this button to remove a folder form the list.
Move Item Up / Move Item Down - With a folder selected from Items To Publish list, use these button to rearrange the order of the folder selection. This will control the order of the pages in the PDF package created by the publication process.
Related Policy - Select the policy to be used during the publication for this definition. A policy can be used in multiple publications.

Please contact Doc.It Support if you have any questions or need further information. At support@doc-it.com or by calling 888-693-6248.


    • Related Articles

    • Add a new Binder Template

      There are two ways to create a new Work Binder Template. 1. Create a new template from scratch in which case you have to manual build the folder structure. Follow the instruction below to do so.        a. Login to Doc.It with a user account that has ...

    • How-To Add a Work Binder to Clients in Doc.It

      A work binder can be add to a single client or multiple clients at the same. This is dependent on the need and is based on the client type. The client type will dictate the type of work binder that will be used. Example, an individual tax binder can ...

    • How to Publish, Finalize, and Roll Forward Doc.It Work Binders

      This article outlines the Doc.It Binder Shutdown Process. Covers the order of operation and the step necessary to publish, finalize and roll forward Doc.It Work Binders. Order of operations: 1. Publish 2. Finalize 3. Roll Forward This is a typical ...

    • How-to Add & Edit Users in Doc.It Versions 4.6 & 5.0

      This article outlines the steps to add a new user or edit a current user in Doc.It versions 4.6 & 5.0. To get started, make sure you're logged into Doc.It with Admin permissions and then open the Maintenance window from the main dashboard. Follow the ...

    • AutoFile Common Issues

      These are common issues with the AutoFile configuration. Issues are normally related to initial setup errors or if changes are made to other areas in the Doc.It system that are related to the AutoFile setup. When using AufoFile to send a document to ...