What are Document Requirement Templates?
Document Requirements Templates support TraceGains users that need to apply one or more sets of document requirements to a record in a way that both scales and works in bulk.
Document Requirement Templates can now be assigned at the items supplied level and can have as many variations as necessary (Ex: Raw Materials, Raw Materials- Asia, Raw Materials- Brazil, etc.).
Optional Document Types are no longer user-configurable, but can be still set to Required.
Create a New Template
Step 1: Navigate to the Requirement Templates page from the Configuration Icon.
Step 2: Click New.
Step 3: Name the template.
Step 4: Apply the template to either "Suppliers" or "Items Supplied".
In the past, you could only apply a Document Requirement to a Supplier or Item Group. Now, you can apply a Document Requirement to any number of records on the Supplier or Items Supplied tabs, which allows you to make very granular changes!
Step 5: Click "+ Assign Document Type". You can also create a new document type by selecting "+ Add new Document Type".
Step 6: Assign document types to the template.
Don't see the Document Type you're looking for? Make sure the Document Type is available in the tab you're working with. To select the available tabs, navigate to Configuration > Types (under Documents) > Edit Record (or New) > 'Available in Tabs' [select current tab]. Click Save to apply the changes. The Document Type should now be available for assignment.
Step 7: Save your changes.
Assign a Template to a Supplier or Items Supplied
Step 1: Navigate to either the Supplier or Items Supplied tab.
Step 2: Use the filter option on a User Defined Dashboard (UDD) to identify the suppliers (or items supplied) that you want to apply the new template to. IMPORTANT: The changes you make here will impact all suppliers/items supplied records in the chosen UDD.
Step 3: Select "Manage Requirements" from the hamburger dropdown menu.
Step 4: Choose from the following options:
- Append To Existing- Add document requirements to an existing supplier and/or item supplied.
- Replace Requirements- This will replace all existing document requirements.
- Remove Requirements- This will remove selected document requirements.
Step 5: Click "Document Types" to add or remove document types (if necessary).
Step 6: Click "Confirmation".
Step 7: Click "Submit".
Edit an Existing Template
Adjustments made here do not automatically update requirements for any suppliers or items supplied tied to that template. You will need to update the records by managing the doc requirements in the Suppliers and/or Items Supplied tab. (See Assigning a Template to a Supplier or Items Supplied section above).
Step 1: Navigate to the Document Requirement Templates page from the Configuration menu.
Step 2: Select the edit icon icon next to the template you would like to adjust.
Step 3: Add or remove document type requirements by selecting “Assign Document Type” or by clicking the “X” .
Step 4: Save changes.
Adjust Document Requirements
This process is for editing existing document requirements such as adding/removing a certain document type. Please see the info listed above to learn how to create and/or adjust templates.
Step 1: Navigate to the Suppliers or Items Supplied Tab
Step 2: Search for and/or use filter option on the UDD to identify the suppliers (or Items Supplied) that you want to apply the new template to. This is important because the changes you make here will impact all suppliers/items supplied records in the chosen UDD.
Step 3: Select “Manage Requirements” from the hamburger menu.
Step 4: Make a selection from the following options:
- Append To Existing- Add document requirements to an existing supplier and/or item supplied.
- Replace Requirements- This will replace all existing document requirements.
- Remove Requirements- This will remove selected document requirements.
Step 5: Click on “Document Types”.
Step 6: Add or remove any document types.
Step 7: Click “Confirmation”.
Step 8: Click Submit.