Working with documents in Precoro, you can set the desired working processes in place to automate manual jobs and make them more effective. 


In this article, we will focus on:


TABLE OF CONTENTS


Step 1. Set up the necessary module in the Basic Settings


In the Basic Settings section, you can activate the following modules:


  • Warehouse Requests
  • Purchase Requisitions
  • Request for Proposals
  • Receipts
  • Invoices
  • Expenses
  • Budgets 



Step 2. Give the appropriate roles to the users


Each user can have the appropriate role according to the tasks before them. There are three roles: 

  • Viewer  role grants document viewing without rights to editing or approving. 
  • Creator  role provides access to document creation and editing. 
  • Approver role allows approving the documents created by other users.


Step 3. Build the Approval Workflow according to your company's needs

  • Open the Configuration page, and go to the necessary Approval Workflow tab.
  • Create a workflow that suits your company's needs best by adding the approvers and creating the approving steps:



You can only add users with the Approval role to the workflow process. 


In the Workflow, you can appoint the Approvers rights to Locations, Document Custom Fields, and set Threshold:



Step 4. Establish the perfect working process, managing the document according to your needs


Once you have completed three previous Steps, you can start creating needed documents and managing them with the help of their statuses. 


Statuses can be managed accordingly to the user's roles. More information about setting up roles can be found in Step 2 of this article.


Viewer 


Having this role only, the user can perform the following:


  • View all previously created documents.
  • See the Revision History, comments, and items in each document.
  • Add a Comment to the document.


Please note that users with this role cannot input changes into the document. The Editing and Revision modes are not available.




Creator 

Having this role only, the user can perform the following:

  • Create a document or repeat the previously created. 
  • Add items, attachments, comments, and view stock balance.
  • Revise on the Pending and Approved steps so that the document would have the In Revision status.
  • Confirm the document to move forward to the Pending (if there is a workflow in place) or Approved (if there is no workflow) statuses from the Draft.
  • Manually complete the document changing it from the Approved to the Completed status.
  • Delete on the Draft stage.
  • Cancel document on the Pending and Approved steps so it would acquire Canceled status.



Having document on Revise with Creator role: 


  • Adding new items manually or by using the import option.
  • Editing the existing items in the document, rejecting them, or replacing them.
  • Confirming the changes.


When editing the fields, please consider this article, Field logic behavior after Edit and Revise actions in documents.



Editing document with the Creator role: 


  • Changing the Delivery Date and the Requester.
  • Changing the Document Custom Fields.
  • Leaving a note.


Receive more employable information on editing different Precoro documents with the Approver role here


Please note that you can change only those Custom Fields available to you in the Workflow. 
If the Custom Field is not required, you can edit it because it does not need set permissions in the Workflow.



Approver

 

Having this role, the user can perform the following:

  • Create a document or repeat the previously created.
  • Add items, attachments, comments, and view stock balance.


Consider that new Approvers can be added by those users who also have access to the Configuration module.


  • Revise on the Pending and Approved statuses so the document would have the In Revision status.
  • Confirm the document to move forward to the Pending (if there is a workflow in place) or Approved (if there is no workflow) statuses from the Draft.
  • Manually complete the document changing it from the Approved to the Completed status.
  • Edit document.
  • Change the Document Custom Field (DCF) In Revise and editing mode.


Please note that if the current Approver tries to redact and save the DCFs not included in their approval list in the Editing mode, they wouldn't be able to save such changes. The list of DCF, which the user can approve, is set up in the Workflow.


  • Approve the document, changing its status from Pending to Approved.
  • Reject the document so it would obtain the Rejected status. 
  • Delete on the Draft stage.
  • Cancel document on the Pending and Approved steps so it would acquire Canceled status.


Please note that this role has the most authority over Creator and Viewer.



Having document on Revise with Approver role: 


  • Adding new items manually or by using the import option.
  • Editing the existing items in the document, rejecting them, or replacing them.
  • Confirming the changes.



Editing document with the Approver role: 


  • Changing the Delivery Date and the Requester.
  • Changing the Document Custom Fields.
  • Leaving a note.


Receive more employable information on editing different Precoro documents with the Approver role here


Please note that you can change only those required Custom Fields that are available to you in the Workflow. 

If the Custom Field is not required, you can edit it because it does not need set permissions in the Workflow.


More information on the Document Custom Fields you can find in Step 3 of this article.


Activating the re-approval process in documents


After the Revise action, you will not trigger the repeated approval process if editing the following document fields:


In all the documents:

Initiator/Creator

Legal Entity

Document Custom Fields (only unrequired ones) 

Terms & Conditions

Contract

Notes

Date

 

In Receipts:

Post to Warehouse

Supplier Receipt #


In Invoices:

Issue Date

Supplier Invoice #


In Expenses:

Expense #


Please consider this article to receive more useful information on the topic.