This article will help you to understand the main functions of Documents Custom Fields.
Documents Custom Fields are assigned to Users and Documents. Usually, this is the list of Departments/Projects or other custom fields. They can be used in documents, budgets, approvals, and access limitations.
You can use Documents Custom Fields:
- For tracking department or project spending.
- To limit access to documents.
- To set up the approval workflow based on Document Custom Field.
- As an additional custom field with "text" or "date" format.
- To create budgets per Department/Project.
Types of Documents Custom Fields:
Use this type to create a field with a fixed list of options that your users can select. You'll be able to restrict user access, trigger relevant approval workflow, or assign budgets for the options. You can add codes and up to 5 sub-levels to your options, as well as edit or delete ones.
This is the best way to add your Departments/Projects to Precoro.
Here is how Documents Custom Field with "Select" type looks:
Creating, for example, a Purchase Order with "Select" type will look like that:
This is an open text field available to fill out when creating Purchase Requisitions / Purchase Orders / Receipts / Invoices / Warehouse Requests. With this type, you cannot create a preset list with options, limit access to documents, use it in approval workflow, or create a budget for this Custom Field.
Creating a Purchase Order with the "Text" type will look like that:
For example, this type of Documents Custom Field can be used to specify the purpose of the Purchase Order, Machine #, Project Stage / Phase, Quotations References, and others.
If you set this type, you will insert a specific date each time creating a document.
Creating a Purchase Order with the "Date" type will look like that:
For example, you can use the "Date" type to specify Quote Date in documents, set the Validity Date of an Order or Requisition or Expected Payment Date.
Configurations of Documents Custom Field:
- Enable - means it is currently used by the company. You can disable Custom Field if it's not needed;
- Required to select in documents - means it will be a mandatory row in your documents;
This Documents Custom Field will be marked with * on the document creation page:
- Show Option Code - if this switch is on, codes will be shown in your documents;
- Print in Excel & PDF documents - means that the field will be printed in Excel & 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. So if you put a tick on Limit access to documents — the user will only see documents assigned for Marketing. If the switch is off — the user will see documents for all departments but create/approve documents only for Marketing.
Previously created documents will be available for users even if you deactivate access to their departments/projects. So, for example, if your user switches from Marketing to a Development department, all his old documents remain available.
You can also set up where your Documents Custom Field will be available to select in:
- Available in the Purchase Orders / Receipts / Invoices / Warehouse Requests / Purchase Requisitions - means that the field will be available to fill out in the selected documents
- Available in Approval Workflow - this means that the field can be included as a trigger for your approval workflow.
- Available in the Budgets - this means that you can tie your budget to the Custom Field.
Other functions of Documents Custom Fields:
- You can easily disable options in your Documents Custom Fields if they are no longer needed. As well as make them active again if necessary.
You can read how to set up your Departments/Projects here.