--- title: Managing and Editing Documents by Roles and Statuses description: Working with documents in Precoro, you can set the desired working processes in place to automate manual jobs and make them more effective. Supplier and Item Management Roles Activating the Re-Approva --- [Skip to content](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#main-content) [Contact us](https://help.precoro.com/kb-tickets/new?hsLang=en) [Customer portal](https://help.precoro.com/tickets-view?hsLang=en) [![Property 1=Default](https://help.precoro.com/hubfs/Property%201=Default.svg)](https://app.precoro.com/login) Open main navigation Close main navigation - [Contact us](https://help.precoro.com/kb-tickets/new) - [Customer portal](https://help.precoro.com/tickets-view) - [Contact Us](https://share.hsforms.com/1-5JilMA_Qv6AOSVjFtNhDg14slf) [Contact Us](https://share.hsforms.com/1-5JilMA_Qv6AOSVjFtNhDg14slf) Hi there! How can we help you today? - There are no suggestions because the search field is empty. 1. [Knowledge Base](https://help.precoro.com/?hsLang=en) 2. [How to use Precoro](https://help.precoro.com/how-to-use-precoro?hsLang=en) 3. [Working with documents](https://help.precoro.com/how-to-use-precoro?hsLang=en#working-with-documents) # Managing and Editing Documents by Roles and Statuses ## Learn how to manage and edit documents by roles and statuses in Precoro to automate manual jobs. #### TABLE OF CONTENTS - [Step 1. Set Up the Necessary Module in the Basic Settings](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#step1) - [Step 2.](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#step2)[Provide Users with Appropriate Roles](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#step2) - [Step 3. Build an Approval Workflow That Suits Your Company’s Needs](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#step3) - [Step 4. Establish the Perfect Working Process to Manage Your Documents](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#step4) - [Viewer](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#Viewer) - [Creator](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#Creator) - [Approver](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#Approver) - [Supplier and Item Management Roles](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#Suppliers-and-Items-Segment-Roles) - [Activating the Re-Approval Process in Documents](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#Activating) ### 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 ### **![](https://help.precoro.com/hubfs/Monosnap%20screencast%202023-05-30%2014-12-05-gif.gif)** ### **Step 2. Provide Users with Appropriate Roles** Each user can have an appropriate role according to the tasks before them. There are three roles available:  - **Viewer** —thisrole grants document viewing without editing or approving rights. - **Creator** —this roleprovides access to document creation and editing. - **Approver** — thisrole allows approving the documents created by other users. ### **![](https://help.precoro.com/hubfs/Monosnap%20Edit%20User%20helpcenter-precoro@gmail-com%202023-10-18%2015-56-12-png.png)** ### Step 3. Build an Approval Workflow That Suits 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 approvers and creating the approving steps. ![](https://help.precoro.com/hubfs/Monosnap%20Approval%20Steps%20%F0%9F%94%8A%202023-10-18%2016-21-27-png.png) More information about setting up and utilizing Approval Workflow can be found [here](https://help.precoro.com/approval-workflow-1?hsLang=en). You can only add users with the **Approval** role to the workflow process.  In the Workflow, you can appoint the Approvers rights to Locations, Custom Fields for Documents, and [set Threshold](https://help.precoro.com/how-to-design-set-up-the-approval-workflow?hsLang=en#How2): [![](https://help.precoro.com/hubfs/Monosnap%20screencast%202022-12-26%2011-23-26-gif.gif)](https://help.precoro.com/hubfs/Monosnap%20screencast%202022-12-26%2011-23-26-gif.gif?hsLang=en) ### Step 4. Establish the Perfect Working Process to Manage Your Documents Once you have completed the three previous Steps, you can start creating needed documents and managing them with the help of their statuses. Statuses can be managed according to user roles. Find more information about setting up roles in **[Step 2](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#step2)** of this article. #### Viewer Having this role only, a user can perform the following actions: - View the list of all previously created documents and all the added information in the document, including items and prices. - Use the Revision History function. - View and add comments. - See and open the related documents. - View the attached files. - Download the document. **💡 Please note:** 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 actions: - Create a document or repeat the previously created one. - Add items, attachments, comments, and view the stock balance. - Revise documents on the Pending and Approved steps, which sets the documents’ status to **In Revision.** - Confirm documents to move forward from **Draft** to **Pending** (if there is a workflow in place) or **Approved** (if there is no workflow) statuses. - Manually complete documents, changing their status from **Approved** to **Completed.** - Delete documents on the **Draft** stage. - Cancel documents at the **Pending** and **Approved** steps, after which they acquire **Canceled** status. - Edit the available Custom Fields for Documents. Having a document on Revise with Creator role, a user can perform the following actions with items:  - Add new items manually or using the import option. - Edit the existing items in the document, reject, or replace them. - Confirm the changes. Before editing fields, please read this article: **[Field Logic Behavior after Edit and Revise Actions in Documents](https://help.precoro.com/field-logic-behavior-after-edit-and-revise-actions-in-documents?hsLang=en#Purchase4).** ![](https://help.precoro.com/hubfs/Monosnap%20Purchase%20Requisition%20%2320%202023-10-19%2014-20-48-png.png) Editing a document with the Creator role enables the following access:  - Changing the Delivery Date and the Requester. - Changing the Custom Fields for Documents. - Leaving a note**.** **💡 Please note:** You can change only those Custom Fields available to you. The Custom Fields' availability to edit depends on your access to them in User Management and their Availability in Approval Workflow (setting in the CFD itself). Some Custom Fields for Documents have additional editing restrictions: - Fields used in the **Approval Workflow** can only be edited while the document is in **Draft** or **in Revision.** - Fields with **Limit access to documents** enabled can only be edited when the document is **Draft** or **In Revision**, regardless of whether they are part of the Approval Workflow.   #### Approver All users who have this role can perform the following actions: - View documents assigned to them for approval. - Approve documents, changing their status from **Pending** to **Approved**. - Reject documents, after which they obtain the **Rejected** status. - Edit documents without changing their status to In Revision. In editing mode, an approver can make changes to: - Delivery Date and Requester, - Note, - Required custom document fields available to them in the Approval Workflow, - Optional custom document fields, - Exchange rates—except in the Matching, Completed, Canceled, Rejected, and Paid statuses, and in Partly Paid, unless the document is a PO, where editing is still allowed. Learn more [here](https://help.precoro.com/currency-exchange-rates-and-rounding-settings#editing-precoro-currency-exchange-rates). - Revise documents with **Pending** and **Approved** statuses, after which they acquire **In Revision** status. In revision mode, an approver can make changes to: - Add new items manually or via the import option. - Edit existing items in the document. - Reject or replace items. - Confirm the changes to restart the workflow. - If the user previously had a Creator role, they can still manage their **Draft** documents. - Cancel documents at the **Pending** and **Approved** steps, after which they acquire the **Canceled** status. This role has the most authority over Creator and Viewer. [![Screenshot 2022-12-20 at 4.37.10 PM](https://help.precoro.com/hs-fs/hubfs/Screenshot%202022-12-20%20at%204.37.10%20PM.png?width=670&height=328&name=Screenshot%202022-12-20%20at%204.37.10%20PM.png)](https://help.precoro.com/hs-fs/hubfs/Screenshot%202022-12-20%20at%204.37.10%20PM.png?width=1376&height=674&name=Screenshot%202022-12-20%20at%204.37.10%20PM.png&hsLang=en) Find more information on Custom Fields for Documents in **[Step 3](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#step3)** of this article. [![](https://help.precoro.com/hubfs/Monosnap%20screencast%202022-12-26%2013-27-59-gif-1.gif)](https://help.precoro.com/hubfs/Monosnap%20screencast%202022-12-26%2013-27-59-gif-1.gif?hsLang=en) #### Supplier and Item Management Roles You can activate the **View Only**, **Create**, and **Approve** for the Supplier Management module in **User Management**. For Item Management, choose between **View Only** and **Create**. All users without Item Management roles can view the items added to Precoro via the Product Catalog module. ### Activating the Re-Approval Process in Documents After the **Revise** action, you will not trigger the repeated approval process when editing the following document fields: **In all documents:** - Initiator/Creator - Legal Entity - Custom Fields for Documents (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 read **[this article](https://help.precoro.com/how-does-re-approval-process-activation-work-in-documents?hsLang=en)** to learn more useful information on the topic.     - [Precoro Setup](https://help.precoro.com/precoro-setup?hsLang=en#main-content) - [Configurations](https://help.precoro.com/precoro-setup?hsLang=en#configurations) - [User Management](https://help.precoro.com/precoro-setup?hsLang=en#user-management) - [Custom Fields and Forms](https://help.precoro.com/precoro-setup?hsLang=en#custom-fields-and-forms) - [Supplier management](https://help.precoro.com/precoro-setup?hsLang=en#supplier-management) - [Working with Items](https://help.precoro.com/precoro-setup?hsLang=en#working-with-items) - [Approval Workflow](https://help.precoro.com/precoro-setup?hsLang=en#approval-workflow) - [Location Management](https://help.precoro.com/precoro-setup?hsLang=en#location-management) - [Precoro Payments](https://help.precoro.com/precoro-setup?hsLang=en#precoro-payments) - [Two-factor authentication](https://help.precoro.com/precoro-setup?hsLang=en#two-factor-authentication) - [Security](https://help.precoro.com/precoro-setup?hsLang=en#security) - [US Based Server](https://help.precoro.com/precoro-setup?hsLang=en#us-based-server) - [How to use Precoro](https://help.precoro.com/how-to-use-precoro?hsLang=en#main-content) - [Warehouse Requests](https://help.precoro.com/how-to-use-precoro?hsLang=en#warehouse-requests) - [Requests for Proposals](https://help.precoro.com/how-to-use-precoro?hsLang=en#requests-for-proposals) - [Purchase Requisitions](https://help.precoro.com/how-to-use-precoro?hsLang=en#purchase-requisitions) - [Purchase Orders](https://help.precoro.com/how-to-use-precoro?hsLang=en#purchase-orders) - [Service Orders](https://help.precoro.com/how-to-use-precoro?hsLang=en#service-orders) - [Receipts](https://help.precoro.com/how-to-use-precoro?hsLang=en#receipts) - [Invoices](https://help.precoro.com/how-to-use-precoro?hsLang=en#invoices) - [Expenses](https://help.precoro.com/how-to-use-precoro?hsLang=en#expenses) - [Budgeting](https://help.precoro.com/how-to-use-precoro?hsLang=en#budgeting) - [Inventory](https://help.precoro.com/how-to-use-precoro?hsLang=en#inventory) - [Reports](https://help.precoro.com/how-to-use-precoro?hsLang=en#reports) - [AP Inbox and Intelligent AP Automation](https://help.precoro.com/how-to-use-precoro?hsLang=en#ap-inbox-and-intelligent-ap-automation) - [Working with documents](https://help.precoro.com/how-to-use-precoro?hsLang=en#working-with-documents) - [Suppliers Portal](https://help.precoro.com/how-to-use-precoro?hsLang=en#suppliers-portal) - [Supplier Registration](https://help.precoro.com/how-to-use-precoro?hsLang=en#supplier-registration) - [Attachments, Filters, and Search](https://help.precoro.com/how-to-use-precoro?hsLang=en#attachments-filters-and-search) - [Mobile App](https://help.precoro.com/how-to-use-precoro?hsLang=en#mobile-app) - [FAQs and Troubleshooting](https://help.precoro.com/how-to-use-precoro?hsLang=en#faqs-and-troubleshooting) - [Precoro Integrations](https://help.precoro.com/precoro-integrations?hsLang=en#main-content) - [QuickBooks Online Integration](https://help.precoro.com/precoro-integrations?hsLang=en#quickbooks-online-integration) - [NetSuite Integration](https://help.precoro.com/precoro-integrations?hsLang=en#netsuite-integration) - [Xero Integration](https://help.precoro.com/precoro-integrations?hsLang=en#xero-integration) - [API Requests and Webhooks](https://help.precoro.com/precoro-integrations?hsLang=en#api-requests-and-webhooks) - [SSO Setting](https://help.precoro.com/precoro-integrations?hsLang=en#sso-setting) - [Google Integration](https://help.precoro.com/precoro-integrations?hsLang=en#google-integration) - [Power BI](https://help.precoro.com/precoro-integrations?hsLang=en#power-bi) - [Integration with Slack](https://help.precoro.com/precoro-integrations?hsLang=en#integration-with-slack) - [PunchOut Catalogs](https://help.precoro.com/precoro-integrations?hsLang=en#punchout-catalogs) - [Integrations via Connectors](https://help.precoro.com/precoro-integrations?hsLang=en#integrations-via-connectors) - [Bill.com Integration](https://help.precoro.com/precoro-integrations?hsLang=en#bill-com-integration) - [Precoro Updates](https://help.precoro.com/precoro-updates?hsLang=en#main-content) - [Releases, 2026](https://help.precoro.com/precoro-updates?hsLang=en#releases-2026) - [Releases, 2025](https://help.precoro.com/precoro-updates?hsLang=en#releases-2025) - [Releases, 2024](https://help.precoro.com/precoro-updates?hsLang=en#releases-2024) - [Releases, 2023](https://help.precoro.com/precoro-updates?hsLang=en#releases-2023) - [API Updates](https://help.precoro.com/precoro-updates?hsLang=en#api-updates) - [General changes](https://help.precoro.com/precoro-updates?hsLang=en#general-changes) [![Precoro](https://help.precoro.com/hubfs/Precoro.svg "Precoro")](https://precoro.com/) Copyright © 2026, Precoro ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/Monosnap%20screencast%202023-10-19%2014-06-49.mp4", "dateModified" : "2023-10-25T05:58:26.111Z", "duration" : "PT26S", "height" : 1152, "name" : "Monosnap screencast 2023-10-19 14-06-49", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/Monosnap%20screencast%202023-10-19%2014-06-49.mp4/medium.jpg", "uploadDate" : "2023-10-19T11:09:21.815Z", "width" : 2158 } ``` ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/Monosnap%20screencast%202023-10-19%2014-16-07.mp4", "dateModified" : "2023-10-25T05:58:22.511Z", "duration" : "PT37S", "height" : 1152, "name" : "Monosnap screencast 2023-10-19 14-16-07", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/Monosnap%20screencast%202023-10-19%2014-16-07.mp4/medium.jpg", "uploadDate" : "2023-10-19T11:17:20.292Z", "width" : 2158 } ``` ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/Monosnap%20screencast%202023-10-19%2018-04-56.mp4", "dateModified" : "2023-10-25T05:58:16.474Z", "duration" : "PT15S", "height" : 1152, "name" : "Monosnap screencast 2023-10-19 18-04-56", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/Monosnap%20screencast%202023-10-19%2018-04-56.mp4/medium.jpg", "uploadDate" : "2023-10-19T15:05:29.582Z", "width" : 2154 } ``` ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/Monosnap%20screencast%202023-10-19%2018-22-12.mp4", "dateModified" : "2023-10-25T05:58:12.733Z", "duration" : "PT29S", "height" : 1152, "name" : "Monosnap screencast 2023-10-19 18-22-12", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/Monosnap%20screencast%202023-10-19%2018-22-12.mp4/medium.jpg", "uploadDate" : "2023-10-19T15:23:03.556Z", "width" : 2154 } ```