A Document Type contains the key details about how the document is supplied, versioned and re-supplied. A critical part of automatic updates (versioning) of documents is the Versioning Properties and these are specified in the Document Type. The Document Type also captures which Document Design and Document Supply Condition are used. An example of a Document Supply condition can be phrased as ‘send the Safety Data Sheet for all sales and all samples of items, and resupply new versions of the Safety Data Sheet if the sample supply or sale was made in the last 12 months’.
In View a Document Type the conditions which can be specified are:
- Contact Role: The Contact Role at the company receiving the Document, e.g. a Safety Data Sheet Document might be sent to the ‘Primary’ contact role or the ‘Safety Officer’ contact role at a customer.
- Versioning Properties: The properties, which if they changed, will cause the document to be versioned. For example, if the flashpoint or hazards change for an item, the Safety Data Sheet needs to be updated (versioned), if the declared allergens change for an item then the Allergen Declaration needs to be updated. Versioning properties are specific to documents and can also be configured based on individual company preferences.
- Default Supply Condition: Lists the condition assigned to the document type. Use ‘View a Document Supply Condition’ to see the details which include when the document should be supplied in relation to the Item activity and the validity of the information associated with it.
- Default Design: The design of the document which specifies the layout and basic behaviour of the document. It can include page / label size, format for header and footer, font sizes, which document content and properties appear in what position and under what conditions, specifies any ad hoc parameters. The document design is produced outside of the software in Jasper reports and imported into the software for use. (Jasper-report is a free document designing package which can interact with a database).
- Default Sender: The default TO who is expected to send the Document. The TO details may appear on the document, e.g. the contact name, address and email appears in Section 1 of a Safety Data Sheet.
- Sender Contact Role: The default Contact Role of the User who is expected to send the Document, usually this is the Primary contact role.
- Relates to Application: Indicates the Document requires Application and Dosage information before being printed. If used, you need to specify a default application and dosage. When you later print a document you are required to enter an application and dosage (the default is not populated). The application and dosage you enter when printing the document is retained in the software and visible in ‘View Documents Supplied’.
- Ad Hoc Parameters: It is possible to Specify Ad Hoc Parameters required for a Document, examples are nett weight and sample reference number. Ad hoc parameters must be entered by the User when the Document is printed. Ad Hoc parameters must also be included in the Document Design template.
It is possible to create new Document Types and modify existing ones.
The document type also contains a Permissions tab where you can specify which users are allowed to print the document. Note these are specific document permissions and additional permissions are needed in Permissions on Operations. The permissions in View a Document Type allow fine control over the circumstances of document production. For example you can prevent or allow users to print the first version of a document, or to create revisions for the document.
Last updated Dec 2019