In order to collect documents from your community members, first you need to setup each document as a unique document type. You can create as many document types as needed as well as organizing them into categories.
Adding a Document Type
1. Go to the Admin page and navigate to the Businesses > Document Types tab.
2. Click the "+" button to add a document type.
3. Name your document type.
4. Select the Content Type as either a Document or a 3rd Party Audit.
5. Associate with: choose the option that best fits your document type.
- Business - 1 document per supply chain member is required.
- Product or Location - Choose a product or location that will be associated with this document type (see examples below).
8. Category: Create your own custom categories, and then choose the appropriate category to organize your document type from the list.
Associating Documents to Products or Locations
If you assign a document type to a community member and mark as required, the system will require each location or product to be associated to at least 1 document of this type.
- Product Example:
Perhaps you want to have all your manufacturers upload a nutritional label for every product they supply to you. If they share 4 products in Connect, the system will require that 4 products are associated to this document type. They could upload 1 document and associate to the 4 products, or upload 4 documents, each associated to a unique product. Either way, they will satisfy this requirement.
- Location Example:
Perhaps you are collecting third-party food safety audits for all the manufacturing facilities of your suppliers, you will create a document type = "Food Safety Audit" and choose "Location" in the Associate with dropdown menu. Therefore, when your supplier shares 3 manufacturing facilities with you, the system will require that all 3 locations are associated to this document type. They could upload 1 document and associate to the 3 locations, or upload 3 documents, each associated to a unique location. Either way, they will satisfy this requirement.
You can upload an attachment to any document type as needed. This will allow your community member to download the attachment when completing their document requirement. For example, perhaps you have a standard allergen form that you want each supplier to fill out per product, you can upload this form on the document type to make it available to them.
By clicking the checkbox next to "Include Help Text", a text area will display for you to enter any instructions that you want displayed to your community members when they are completing this document requirement. For example, perhaps you have a document type = "Certificate of Insurance", you can use the help text to inform them around what the minimum insurance amount you are are requiring of them.
- Required - Name & Attachment: Every document that is shared to you by a community member will require a name and at least 1 attachment.
- Optionally Required - You can choose to make expiration date required if applicable to your document type.This expiration date field is what will trigger notifications when the document is set to expire in 90, 60, 30 or 0 days. You will also be able to monitor the status of documents expiring by adding an "Expired Documents" module to your dashboard.
- Optional - Community members will also be able to associate the document to products or locations that they have first added into their account.
On top of collecting any default attribute information, you can add your own custom fields and mark as either required or optional. You have two options, “Industry Attributes”, which are pre-defined for you (ie. description, fullName, signedDate, userTitle) or “Custom Attributes”, which are completely user-defined by you.
“Attribute Name” vs. “Key”
- Attribute Name is the more user-friendly, value that will be displayed to the user who is entering the information.
- Key field is intended for the database name, if you were using our API to share documents.
Select the appropriate "Field Type", then click the "Add Attribute" button.
When defining your own custom attributes, there are 6 different types you can choose from. Once you select a field type, if a supplier tries to enter a value that is inconsistent with this selection, we will return an error message to them. Below are listed the 7 field types that are possible:
- Custom list: Display a dropdown menu of options to be selected from. Single selection is by default, but you can allow for multiple selections if needed.
- Date: This will populate a calendar tool within the online submission form for your users to select a date.
- Decimal Number: Use when requesting a numeric value for an attribute that needs to have the option of recording decimals.
- Text: choose this option if you want a free-form text field.
- Whole Number: Use when requesting a numeric value for an attribute that does not require decimals.
- Yes/No: choose this field type when the type should be a True or False answer
Editing Custom Attributes
Once you create your attributes you have a few options to edit them. If these options don’t suit your needs, you can simply delete and re-create them.
- Modify the order: If you want to adjust the ordering of your attributes, you can simply click on the row and drag and drop the attribute to the desired placement.
- Required vs. Optional: If you want to make an attribute required or no longer required, simply click the required checkbox to change.
- Remove attributes: You also have the option of deleting the attribute entirely if you no longer need it or if you made a mistake and need to re-create.
- Field Type- Selection List Only*: You can double click the comma-separated values you added, and edit within the text box.
- Note: Field Type, Key, Attribute Name fields can not be edited once created, but you can delete and re-create.