In ProdSys, you can easily create custom document types to manage various forms of electronic documents within your business processes. These document types can be tailored to fit specific needs such as contracts, certificates, reports, or any other type of documentation that your company regularly handles.
Follow these steps to create a new document type:
Step 1: Access the Document Module
Login to ProdSys and navigate to the Document Module from the main dashboard or side menu.
Once in the module, look for the settings or administration tab where you can manage document codes.
https://app.prodsys.com/#/document-codes
Step 2: Start Creating a New Document Type
In the Document Settings, click on "+ New " to begin creating a new type of document.
You will be prompted to fill in name of the document (e.g., “Contract”, “Inspection Report”).
Select Create
In upper left add:
Description: General description of this document type
Document number format : This contains the code for auto generated document no . User # to create a running no as "Drawing no #####" Will generate a running number that starts with "Drawing no 00001"
Document type: Pre generated system type of document. Used to link them do different part of the system.
User manual: Create a text that can be used as and explanation and user manual for the document. The user can open this when inside this document type in the document register.
Show in Navigation: Add a quick create document shortcut for this document in the menu.
Save: Save the changes of this document type.
Step 3: Configure Document Fields
In left side of the page:
Add the fields that will be required for this document type. You can add various field types such as:
Text fields: For descriptions or comments.
Number fields: For entering numeric data.
Date fields: To specify important dates (e.g., expiration, issue date).
Yes/No fields: For binary choices.
System fields: To link documents to specific modules like orders, products, or inventory.
To add a new field press + New
Select a data field type in the field column (e.g., Document no).
For each field, you can set:
Field Name: What the field will be called.
Required: Specify if the field must be filled in.
Edit rule: Set edit permission for this field (e.g., No rules) will not force any rule on the field.
Sort: The order the columns will appear in the document and grid.
Field Width: The width (pixels) the columns will appear in grid list for this document.
Step 5: Save and Publish
Once you have finished configuring the document type, review your settings to ensure everything is correct.
Click Save to save the new document layout.
Step 4: Add permission for accessing this document
Open permission in the menu System / Permission
https://app.prodsys.com/#/permissionsOpen Document / Document type and the document type created and add level of permission to the different user roles.
The level of permissions are:
No Access : No access to this document type
Read Access: Read access to this document type
Manage: Manage to creator
Manage All : Manage to regardless of creator
Step 6: Using the New Document Type
After creating the document type, users can begin generating new documents under this category.
When users create a document, they will have the option to select the new document type from the available list, and all predefined fields and rules will be applied automatically.
By following these steps, you can effectively create custom document types tailored to your business needs, improving document organization, workflow, and compliance across your company.