This article will help you set up a Documents Custom Field.

Documents Custom Fields are assigned to the users and documents and are, usually, the list of Departments/Projects or other custom fields used in your documents, budgets, approvals, and access limitations. 


You can use Documents Custom Fields to track your spending by department or project.


In this article, we explain the functionality of Documents Custom Fields.

 

To configure Documents Custom Fields, please follow these steps:

  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 users' access to these Departments/Projects.



How to create Departments/Projects:


  • Navigate to the left side of the menu and choose Configuration —> Documents Custom Fields

  • Press the "Add" button to create a new Documents Custom Field. Its Type should be set to 'Select'. Add names for Departments/Projects to the name fields based on your needs. You can add up to 5 sub-levels to every option.

  • You can also add codes to options but the Code field is not mandatory. 

  • Configure Basic Settings for this Custom Field.

  • Select in which parts of Precoro the particular Documents Custom Field will be available by checking the box. 

  • Add all necessary options. Options are the names and codes of separate Departments/Projects.

  • You can add options one by one using the "+Add Option" button, or massively using the "Import Options" feature. Please, check this article on how to import options to your Documents Сustom Field.

  • If you utilize a hierarchical tree (sub-departments) of the Departments/Projects - use a hierarchy with up to 5 sub-levels.  
    Please watch the video below to see how to set up hierarchical Departments.



How to define user access to the Departments/Projects:


  • After you have added all the Departments/Projects and made them available for some documents — navigate to the User Management page.

  • Now set it up for each user one by one.

  • Note: you can limit access to documents by putting a tick on Limit access to documents.

How does it work?

 

When the user creates documents, Precoro requires them to select the Department (as configured), and thus, the list of Departments with access permission will be shown as available.