Classification plan

1. The classification plan

The classification plan is a management tool that is defined as a hierarchical and logical structure of documents, on any medium, produced and received within the framework of an organization's activities and allowing the intellectual or physical grouping of these documents and the information they contain, as well as their retrieval.

In Constellio, the Classification plan option allows you to create the structure of the classification plan with its series, sub-series and divisions. After creating the headings of the classification plan, it is possible to perform many actions: consult the headings, modify the headings, deactivate the headings and delete the headings from the classification plan. 

1.1 Creating a classification plan heading

1. Click on "Administration" in the navigation menu;
2. Click on "File Plan";
3. In the "File Plan" window, click on "Add";
4. In the "Add/Modify Concept" window, complete the metadata and click on "Save".

1.2 Viewing a classification plan heading

1. Click on "Administration" in the navigation menu;
2. Click on "File Plan";
3. In the "File Plan" window, click on the magnifying glass to the right of the classification plan heading to be consulted.

The consultation window for a classification plan item has two tabs, the metadata tab provides information about the item: code, title, parent item, retention rules and number of records attached to this item, sub-items, etc. The visible metadata are those that contain information and the visibility of some of them can be modified in the metadata scheme "Plan item". In this same tab, it is also possible to add, consult, modify and delete a subheading. The folders tab, for its part, lists all the folders contained in this heading of the classification plan.

1.3 Modifying a classification plan heading

1. Click on "Administration" in the navigation menu;
2. Click on "File Plan";
3. In the "File Plan" window, click on the notepad to the right of the classification plan heading to be modified;
4. In the "Add/Modify Concept" window, modify the metadata and click on "Save".

1.4 Deleting a heading from the classification plan

1. Click on "Administration" in the navigation menu;
2. Click on "File Plan";
3. In the "File Plan" window, click on the "X" to the right of the classification plan heading to be deleted;
4. In the confirmation window, click on "Yes".

2. Change of classification plan

It happens quite often that the classification plan changes in an organization. Here are the points to consider when updating the plan in Constellio.

• Modification of an existing heading;
  • You can simply change the heading in the steering.
• New heading in the classification plan;
  • You will need to start by creating these and linking it to a retention rule;
  • Then, through batch processing, change the "Classification Plan Item" metadata of the records that are to be included in it;
  • If this change results in the emptying of a classification plan item, you can delete it if you wish.
• Deletion of a heading from the classification plan;
  • To delete a field, it must no longer be linked to any record. Therefore, you will have to perform a batch process on the records linked to the field to move them to the right place. After that, you will be able to delete your field from the classification plan.
• How to perform batch treatments?
  • By favorites: You can create groups and order your folders by favorites. After that, you can perform the batch processing on the favorites group.
  • By advanced search: Perform an advanced search to obtain the desired records, then perform the action "Batch processing".

3. Configurations associated with the headings of the classification plan

In this section you will find all the system configurations that affect the classification plan. To learn more about the configurations, see the article "System configurations".