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Documents Custom Fields: Types and Configuration

This article will help you understand the main functions of Documents Custom Fields.

TABLE OF CONTENTS

Documents Custom Fields (DCF) are assigned to Users and Documents. Usually, this is the list of Departments/Projects or other custom fields. You can use them in documents, budgets, approvals, and access limitations. 


You can use Documents Custom Fields for the following purposes: 

  • For tracking department or project spending.
  • To limit access to documents.
  • To set up approval workflows based on Documents Custom Fields.
  • As an additional custom field with text or date format.
  • To create budgets per Department/Project.

Read how to set up your Departments/Projects here.

Types of Documents Custom Fields



1. Drop-down list


Use this type to create a field with a fixed list of options that your users can select. For example, it will allow you to restrict user access, trigger relevant approval workflows, or assign budgets according to the DCF. You can add codes and up to 5 sub-levels to your options and edit or delete them.


This DCF type is the best way to add your Departments/Projects to Precoro. This is what it may look like:




Creating, for example, a Purchase Order with the Drop-down list type will look like this:


Screenshot 2022-12-22 at 5.30.26 PM

2. Text


It is an open text field available to fill out when creating documents. With this type, you cannot create a preset list with options, select limit access to documents, use it in approval workflow, or create a budget for this DCF. 


Creating a Purchase Order with the Text type will look like this:




For example, you can use this type of Documents Custom Fields to specify the purpose of the Purchase Order, Machine #, Project Stage / Phase, Quotations References, etc.


3. Date


If you set this type, you will insert a specific date each time when creating a document.

Creating a Purchase Order with the Date type will look like this:




For example, you can use the Date type to specify the Quote Date in documents and set the Validity Date of an Order or Requisition or Expected Payment Date.

Configurations of Documents Custom Fields




1. ON means the company currently uses it. You can disable this Custom Field if you do not need it. 


2. In general settings, you should fill out the required fields: Name* and Type*. Also, you can add Description and the preferable Sort Options by.


3. In the Basic Settings section, you should consider the provided options and, if necessary, check them for activation:

  • Required to select in documents means it will be a mandatory row in your documents. Such Documents Custom Fields will be marked with an asterisk (*) on the document creation page:


    Screenshot 2022-12-22 at 5.43.15 PM

  • Show Option Code — if this switch is on, you will see codes in your documents:


  • Display in the lists of documents if this switch is on, the DCF will be displayed on pages with document lists:

Screenshot 2022-12-22 at 5.45.37 PM

  • Print in Excel & PDF documents means that the field will be printed in Excel and PDF versions of Purchase Requisitions/Purchase Orders:



  • Limit access to documents — if this switch is on, users will have access only to the documents with options assigned to them in User Management.    
For example, you have Departments with two options: Marketing and Development. The user has access only to the Marketing department. Thus, if you check the Limit access to documents, the user will only see documents assigned to Marketing. If the switch is off, the user will see documents for all departments but can create/approve documents only for Marketing.

Previously created documents will be available to users even if you deactivate access to their departments/projects. Thus, for example, if your user switches from Marketing to the Development department, all their old documents will remain available.

 

4. Available to select in the documents.

  • Available in the Warehouse Requests / Purchase Requisitions / Requests for Proposal Receipts / Invoices / Expenses / Purchase Orders — the field will be available to fill out in the selected documents.
  • Available in Approval Workflow means that the field can be included as a trigger for your approval workflow.
  • Available in Budgets means that you can tie your budget to the Custom Fields.

Also, you can easily disable options in your Documents Custom Fields if they are no longer needed, as well as re-activate them again if necessary.


5. Adding Options is only available for the Drop-Down list type of custom field.

You can build a hierarchical list by adding sub-levels to the parent options.


How to Deactivate Custom Fields Options/
Sub-Options

You can easily disable your Documents Custom Fields options if they are not needed anymore, and activate them again if necessary.


To deactivate the options, uncheck them in the Custom Field editing mode and press the Update button below.

Please note that you cannot delete options that have already been used in documents. You can only make them inactive.

In filters, the inactive options will be displayed at the bottom. If you have deactivated the main option, all the sub-options will also obtain inactive statuses in filters as well. More information about this you can find here.