ProdSys offers a flexible and comprehensive document module that enables companies to create, manage and store all types of electronic forms and documents needed in their daily operations. From technical documents and certificates to deviation forms and drawing registers, the company can adapt and develop a complete documentation archive that is digital, easily accessible and effectively integrated with other functions in the ERP system. This provides a seamless solution for managing the company's document flow, increasing productivity and improving the traceability of information.
Areas of use for the Document module
The document module in ProdSys can be used for many purposes in the company's daily operations. Some typical applications include:
Quality assurance: Register and store certificates, audits and inspection documents.
Production management: Documenting product specifications, drawings and material lists.
HR and personnel: Create electronic forms for employment contracts, leave applications and employee assessment forms.
Sales and finance: Create quotation forms, invoice documents and order-related forms.
Deviations and Reporting: Document deviations, complaints and other reporting forms for quality control.
How the System Works for Form Creation
ProdSys's document module gives users full flexibility to design electronic forms that can be filled out digitally by employees, customers or partners. The system allows the user to define and structure the documents based on the company's needs, including fields for text, numbers, dates, checkboxes and system fields that can be connected to ERP modules such as orders, products or stock status. This makes it possible to create a wide range of electronic forms for any process in the company.
Form elements in ProdSys
When you create an electronic form in ProdSys, you can choose from a number of fields to adapt the forms exactly to the purpose. Some of the most commonly used items include:
Free text fields: For recording description, comments or other general information.
Number field: Used to enter numerical values, such as quantities, reference numbers, or financial amounts.
Yes/No field: A simple checkbox that gives the user the option to select "Yes" or "No".
Data felt: Allows the user to enter a date, useful for issue dates, revision dates, or deadlines.
System error: Links the form to other modules in the ERP system, such as orders, stock movements or customer information.
Adaptation of Forms
ProdSys gives you full control over how the form is set up. This involves:
Naming fields: Each field can be given a custom name that makes it easy for the user to understand what is required in each field.
Order: You can define the order in which the fields are displayed to ensure a logical flow in the filling.
Mandatory fields: You can choose which fields are mandatory, so that users cannot submit the form without filling in the necessary information.
Adaptation of width: Each field can be adjusted in width, so you can optimize the form's layout based on the type of information to be recorded.
Automation and Integration with Other Modules
One of the biggest advantages of the document module in ProdSys is that it can be integrated with other modules in the ERP system. This means that you can use system fields to automatically link documents to specific orders, products, customers or projects. This means that forms such as drawing registers or certificates can automatically be linked to the correct production order or project, which provides better traceability and reduces manual follow-up.
Examples of forms that can be created
With its customizable fields and integration with other modules, ProdSys can be used to create a variety of different documents, including:
Sign register: Register technical drawings related to products or production processes.
Certificates: Create and manage certificates for products, machines or employees.
Deviation form: Track deviations in production or quality assurance, with integration to order or production modules.
Audit documents: Create forms for internal and external auditing of systems or processes.
Project and activity reports: Use forms to collect data about project progress or activities performed by employees.
File storage and Document management
All files and documents uploaded and created in the document module are stored in the system, and are easily accessible for downloading, sharing, or editing. This creates an electronic archive that provides quick access to all documents related to an order, a project, a customer or an employee. The ability to search documents based on title, date, associated modules or other metadata makes the system very user-friendly and time-efficient.
Advantages of Electronic Forms in ProdSys
Traceability: Each form is digital and can be traced back to relevant modules, such as orders, projects or customers.
Efficiency: Reduces the need for paper-based documentation, while saving time by automating the completion and collection of information.
Flexibility: Adapt the forms to any business process, no matter how simple or complex it may be.
Security: ProdSys provides a secure storage platform for all your important documents and forms, with access control for different user levels.
Reuse: A document can be reused and linked an infinite number of times to modules such as the order module. This contributes to concise data handling and avoids replicating data.
By using the document module in ProdSys, the company can not only digitize its documents, but also improve the efficiency of how information is managed and shared across departments and processes. The module makes it easy to create, adapt and store electronic forms for all types of documentation required in daily work, which improves traceability, quality and control.