In order to collect documents from your community members, there must be a document type for each unique document. You can create as many document types as needed as well as organize them into categories.
Adding a Document Type
1. Click either the cog wheel in the upper right corner or next to Documents in the left-hand navigation to go to the Admin area (Document Setup) and select Document Types.
2. Click the "+" button to create a new document type or click on an existing document type within the list view.
NAME: All document types must have a name. Each document type name should be helpful so that suppliers will understand the expectation of the type of document to share.
CONTENT TYPE: Indicate whether the document is a Third Party Audit or a document.
CATEGORY: Organize the types of documents being collected from suppliers. Choose from best practice recommendations within the drop down menu or type in your own category.
APPROVAL FLOW: Select the approval flow that documents of this type will follow once shared by suppliers. To learn more about approval flows, see the Configuring Document Flows article.
NEW SHARE NOTIFICATIONS: Select role(s) to be notified anytime a document of this type is shared by a supplier. For example, if the Nutritional Team needs to review all suppliers’ nutrition labels it would be beneficial for anyone with the Nutritional Team role to be notified when documents of that type are shared.
ALLOWED TO MAKE CHANGES: Select role(s) to be permitted to make changes to the specific document type. Only users with the selected role(s) will be able to make any changes to the document type.
DOCUMENT TEMPLATE: You can make a template available for suppliers to download, complete, and reupload as they add new documents of this type.
HELP TEXT: Include additional information to help suppliers ensure they are including all expected information for each document type.
NAME: All shared documents must be named. This is a fixed required attribute.
FILE: A file must be attached in order for a document to be shared. This is a fixed required attribute.
EXPIRATION DATE: This is an optional attribute. If this type of document expires, then expiration date should be marked as required. This attribute will not be visible unless it is marked required.
PRODUCTS: Suppliers are able to associate the document to product(s) shared to the community. This is a fixed optional attribute.
LOCATIONS: Suppliers are able to associate the document to location(s) shared to the community. This is a fixed optional attribute.
Custom fields can be added to a document type and mark as required or optional. There are six (6) Custom Attributes field types, which are configurable. Click the Add Custom Attribute button to add a new attribute.
“Attribute Name” vs. “Key”
- Attribute Name: The name that will be displayed to the user who is entering the information.
- Key: Intended for the database name if you were using our API to share documents.
- Custom list: Displays a dropdown menu of options. Single selection or multiple selection is available.
- Date: Displays a calendar for users to select a date.
- Decimal Number: Displays a field that only accepts numerical entry with the option to include decimals.
- Text: Displays a free-form text field.
- Whole Number: Displays a field that only accepts a whole number numerical entry.
- Yes/No: Displays a Yes/No button.
Editing Custom Attributes
Once custom attributes are created, there are a few options to edit.
- Modify Order: To adjust the ordering of attributes, click on the row and drag and drop the attribute to the desired placement within the Custom Attributes section.
- Required vs. Optional: To make an attribute required or optional, click the required checkbox to change.
- Remove Attributes: To delete the attribute entirely click the trash can icon.
Change Attribute: To edit the field type or name of an attribute, click on the attribute within the list view.