Custom Fields for Documents (CFD) 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.
TABLE OF CONTENTS
- Types of Custom Fields for Documents
- Configurations of Custom Fields for Documents
- Editing the Existing Custom Fields
- Activating, Deactivating, and Reactivating Custom Fields
- Custom Fields for Documents Use Cases
You can use Custom Fields for Documents for the following purposes:
- For tracking department or project spending.
- To limit access to documents.
- To set up approval workflows based on Custom Fields for Documents.
- As an additional custom field with text or date format.
- To create budgets per Department/Project.
Types of Custom Fields for Documents
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 CFD. You can add codes and up to 5 sub-levels to your options and edit or delete them.
This CFD 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:
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 CFD.
Creating a Purchase Order with the Text type will look like this:
For example, you can use this type of Custom Fields for Documents 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 Custom Fields for Documents
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 Custom Fields for Documents will be marked with an asterisk (*) on the document creation page:
- 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 CFD will be displayed on pages with document lists:
- 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.
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 Custom Fields for Documents 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.
Editing the Existing Custom Fields
You can open the created custom field and edit all its settings as well as edit the existing option codes and names.
When you edit an existing option and change its name, the new name will be available when creating new documents. However, for already-created documents, if the document is in the Approved, Completed, or Closed status, it will not be changed.
To enter the changes, please follow these steps:
1. Select the field you want to adjust and click the Edit action.
2. Enter the needed changes.
3. Press the Update button below to apply the new edits.
Please double-check the information if you have active integrations, as name changes can affect the integration work.
Activating, Deactivating, and Reactivating Custom Fields
The green ON switch on the Edit Custom Fields for Items/Documents page means it is active and currently used by the company.
To deactivate Custom Fields:
1. Open the necessary Fields in the editing mode.
2. Turn the switch OFF.
3. Press the Update button below.
Once deactivated, the Custom Fields will not be shown in the general Custom Fields for Items/Documents list.
To reactivate the previously turned-off Custom Fields, follow these steps:
1. Click on Show Filters, select the No option in the Active field, and press the Filter button below.
2. In the filtered results, you can see the deactivated fields. Open the ones you need to activate in the editing mode.
3. Turn the switch back ON and press the Update button below.
How to Deactivate or Delete Custom Fields Options/Sub-Options
You can easily turn off your 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.
In case the option is not used in any documents you can delete it by clicking the cross icon next to it:
In case you are trying to delete the option used in the documents you will see the following message instructing you to either revise the document where this option was used and replace it or simply deactivate it:
If you have deactivated the option used in the documents, it will still be reordered there and you will still be able to find that option with a filter. That option will have an Inactive sign in the filter.
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 can be found here.
Custom Fields for Documents Use Cases
How to Set Up Custom Fields for Documents (Departments/Projects)
1. Identify all of your Departments/Projects.
2. Consider who will be responsible for procurement for each Department/Project.
3. Add/check users involved. Make sure there are responsible users for all Departments/Projects.
Note: It would be helpful to have at least one user responsible for each Department/Project.
4. Add Departments/Projects in Precoro.
5. Define user access to these Departments/Projects.
To create Departments/Projects, do the following:
1. Navigate to the left side of the menu and choose Configuration → Custom Fields for Documents.
2. Press the Add button to create new Custom Fields for Documents.
3. Name your CFD, adjust the Basic Settings, and specify the availability for the documents. You can optionally enter a Description as well.
The type of CFD should be set as a Drop-down list.
4. Configure Basic Settings for this Custom Field.
5. Select modules in which Custom Fields for Documents should be used by checking the boxes in the Available to Select section.
6. Add all necessary options. Options are the names and codes of separate Departments/Projects. You can add up to 5 sub-levels to every option if you utilize a hierarchical tree (sub-departments). Codes are not mandatory.
Please note: You can add options using the +Add Option button, or using the bulk Import Options feature. Please check this article on how to import options to your Custom Fields for Documents.
7. Click on Update to save changes.
To define user access to the Departments/Projects, go through the following steps:
- After adding all the Departments/Projects and enabling them for chosen documents/budgets/approval workflow, navigate to the User Management page.
- Now, set it up for each separate user.
How does it work?
When a user creates documents, Precoro requires them to select a Department (as configured), and as a result, only the list of available Departments to which the users have access will be shown.