To create specification sheets, you will first need to build specification templates. You can create as many specification templates as you need.
To get started:
1. Navigate to the Admin section of specifications by clicking on the cogwheel icon next to Specifications in the left-hand navigation menu. Then, click Add Specification Template to add a template.
2. Give a unique name to your specification and select an internal approval flow for this template. For more information on internal flows, visit Configuring Internal Flows.
NOTE: Specification Template names cannot be repeated.
3. The specification template has a set of categories by default. You may add a custom Category for your Custom Attributes if these do not meet your needs by clicking on Add Custom Category and typing in a name. Categories will only show on your template when creating a parent specification if they contain an active attribute.
Categories can be rearranged to fit your needs with the 6-dot button the left side of the Category name.
For all Categories, you can enable Category Descriptions with a check box. This description will appear on parent and child specifications, during creation and editing, and on variance requests.
When you create a new parent specification using the template, you can enter text into a text box for the desired description.
That text will be visible in the child specification but will no longer be editable.
4. The specification template has a set of attributes by default. You may remove or add to attributes to build your own specification template.
5. Configure your template by adding and/or removing attributes by clicking on the Add/Edit Attributes button at the bottom of each category. Custom attributes can also be added. Click + Add Custom Attribute to create your own attributes.
Managing Tables in Specifications
When the template is used to create a Specification, attributes related to Food Safety & Quality Assurance will appear formatted as tables in the resulting Specification. These attributes will be grouped by type (critical control points, physical attributes, chemical attributes, microbiological details, and defects) and separated into stand-alone tables allowing for multiple entries in each of these areas.
Each group has a primary attribute that must be present if any other related attributes are chosen:
- Critical Control Points: HAACP step
- Physical Attribute: Physical Attribute
- Chemical Attribute: Chemical Attribute
- Microbiological Details: Microbiological Organism
- Defects: Defect Type
Note: In the specification template, these attributes will be listed like all others. The transformation happens when the template is used to create a specification.
Appearance in the Specification Template:
Appearance when Template is Used to Create a Specification:
Custom Attributes
Custom Attributes are completely user-defined and may be specific to your own business.
Attribute Name vs. Key
- Attribute Name is the user-friendly value that will be displayed to the supplier who is entering the information.
- Key is intended for the database name if you are importing using the .csv template or using an API to share the information.
Within a custom attribute, there are 10 field types you can choose from:
- Selection list types: Display a dropdown menu of options. Single selection is by default, but you can allow for multiple selections if needed.
- Date: Display a calendar within the online submission form for your users to select a date. If importing products using the .csv template, the required format is “mm/dd/yyyy”.
- Decimal Number: Use when capturing a numeric value for an attribute that needs to have the option of recording decimals, such as price per case or case weight.
- Images: Use when capturing only images - the user will not be able to type.
- 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: Use when asking a question where the supplier has only these two options.
- Table: Use when displaying "one-to-many" or even "many-to-many" relationships. A single row representing a feature can effectively encapsulate multiple associated sub-features, dependencies, or states within dedicated columns, ensuring all relevant attributes are immediately visible, organized, and traceable.
Note on Custom Tables:
You can add up to 7 columns for each table by clicking “Add Column,” specifying the data type (Text, Whole Number, Yes/No), and indicating with a check box whether the information is required or allows for a Variance Request. Columns can be dragged and dropped into the desired order. The first column is required to be a text field.
The custom attributes will have to be assigned to a specific Attribute category by using the Category field on the form. The list is divided between Active vs. Inactive Categories.
- Active Categories are the categories visible on the template because one or more standard attributes from that category have been added.
- Inactive Categories are the categories where no attributes have been added.
Add Help Text if needed and click Add Attribute.
Editing Custom Attributes
Once you create your attributes, you have a few options to edit them.
- Required v. Optional: To change an attribute from required to option or vice-versa, simply uncheck the Required checkbox.
- Remove Attributes: If you no longer need the attribute, click the trash can to delete it completely.
- In-attribute editing: Click into any attribute to edit its Name, Key, Field Type, Help Text, or Required Status.
6. Ensure all required attributes are selected as required and save your template.
Locking Templates
The Template State is used to control when the specification sheet can be assigned to a location.
- Unlocked: To edit the template and the Master Specification created with the template, maintain the template unlocked.
- Locked: Once the specification sheet has all the information required, lock the template to assign the specification sheet to internal or external locations.