Vault asks users to classify all content (documents and binders) upon creation by selecting a document type. Document type is the combination of the type, subtype, and classification fields on a document. The Reclassify option allows you to change the document type of an existing item. When you reclassify, Vault may add or remove certain fields for the item.
How to Reclassify
The Reclassify link appears in the fields panel of the Doc Info page, near the document type fields. To change the document:
- Click Reclassify.
- In the Change Document Type dialog, select a different Type, Subtype and Classification using the document type selector. When enabled, you can search for document types and descriptions. Vault does not pre-populate the dialog with the document’s current type, subtype, and classification.
- Click OK.
- A confirmation dialog opens. This dialog shows you which changes Vault will make to the document when you reclassify. Click OK to continue.
- A page opens on which you can make selections for the new required fields. Vault auto-populates any fields that were previously populated. Click Save when you finish. If you cancel before saving, Vault does not reclassify the document.
Changes During Reclassify
Much of the information on a document is tied to the document type. When you change this, Vault makes several other changes to the document:
- If the new document type has different fields, Vault deletes the field values that are not available for the new document type. These values are listed in the audit trail if you ever need to recover them.
- Vault adds the reclassify action and any associated actions to the audit trail.
- Depending on your settings, Vault may update the document number based on the numbering format on the new document type. If the Retain Document Status and Number setting is enabled, Vault retains the existing document number if the numbering format is the same for the new document type. If this setting is disabled, Vault always resets the document number.
- Depending on your settings, Vault may reset the document status to Draft. If the Retain Document Status and Number setting is enabled, Vault retains the document status if the new document type uses the same lifecycle. If this setting is disabled, Vault always resets the document status.
- If attachments are not enabled on the new document type, Vault continues to display any existing attachments, but does not allow the addition of new attachments.
- If the document has renditions of a rendition type that is unavailable for the new document type, Vault deletes the renditions.
- Vault applies the roles associated with the new document type’s lifecycle to every version of the document.
- If the new document type has a different lifecycle, user roles available in the Sharing Settings may lose permissions on the document. This situation can occur because role permissions in the Sharing Settings are dependent on the document lifecycle and not version.
- If reclassifying a document results in a lifecycle state change, Vault may no longer apply Auto-filing rules based on document type.
Vault does not remove users from roles or add new default users to Sharing Settings during reclassification. However, Vault may remove role permissions during reclassification based on the latest document version. For example, if a reclassification moves a document to a new lifecycle state, any role unavailable on the lifecycle loses permissions on the document, even if they were available on previous document versions. This situation applies to custom and standard role membership added through Sharing Rules and manual assignment.
Standard roles have special behavior and can access previous versions of the document if their role exists on the old and new lifecycle. Custom roles will lose all access, even if they have the same label on the old lifecycle.
Note: Vault does not remove users from roles or add new default users to Sharing Settings during reclassification.
Restrictions on Reclassify
- You cannot reclassify a document when it has an active workflow. To do this, you need to first cancel the workflow.
- You cannot reclassify a document while it is checked out.
- You cannot reclassify a document associated with one or more approved Legal Holds.
- You must have Create Document/Create Binder access on the new document type that you’re selecting. These permissions are controlled through document type configuration.
- You cannot reclassify a Multichannel presentation.
- To reclassify, you must be in a role with the Reclassify permission.