Managing and Editing Documents by Roles and Statuses

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

TABLE OF CONTENTS

• Step 1. Set Up the Necessary Module in the Basic Settings
• Step 2. Provide Users with Appropriate Roles
• Step 3. Build an Approval Workflow That Suits Your Company’s Needs
• Step 4. Establish the Perfect Working Process to Manage Your Documents
  • Viewer
  • Creator
  • Approver

• Activating the Re-Approval Process in Documents

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. Provide Users with Appropriate Roles

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

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

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.

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

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

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 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.
• Download the document.

 

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, 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 Documents Custom Fields.

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.

Editing a document with the Creator role enables the following access: 

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

The Custom Fields' availability to edit depends on your access to them in User Management and their Availability in Approval Workflow (setting in the DCF itself).

Approver

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

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

• Revise documents with Pending and Approved statuses, after which they acquire In Revision status

• 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 statuses from Approved to Completed
• Edit documents
• Change the Documents Custom Field (DCF) in the In Revision and Editing mode
  
  

• Approve documents, changing their status from Pending to Approved
• Reject documents, after which they obtain the Rejected status 
• Delete documents on the Draft stage
• Cancel documents at the Pending and Approved steps, after which they acquire Canceled status. 

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

Having a document on Revise with Approver role, a user can perform the following actions: 

• Add new items manually or use the import option
• Edit the existing items in the document, reject, or replace them
• Confirm the changes.

 

 

Editing a document with the Approver role, a user can perform the following actions: 

• Change the Delivery Date and the Requester
• Change the Documents Custom Fields
• Leave a note.
  
  

Find more information on Documents Custom Fields 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 when editing the following document fields:

In all documents:

• Initiator/Creator
• Legal Entity
• Documents 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 read this article to learn more useful information on the topic.