Custom Documents in TraceGains allow you to create and manage document types tailored to your business needs. These documents can be configured with specific properties, expiration rules, and availability settings.
How to Create a Custom Document
Step 1: Hover over the Configuration Icon and select Types.
Step 2: Click the New button.
Step 3: On the following page, provide a Name for the new Document Type.
Step 4: Optionally, enter a Description and Instructions if specific information needs to be included.
Step 5: Configure the following settings as needed:
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- Days Effective – Enter the number of days the document remains valid (e.g., 365 days means expiration one year after the supplier’s set effective date).
- Available in Tabs – Select where this document should be available:
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- i.e. Supplier documents: Suppliers and Documents
- i.e. Item documents: Items Supplied and Documents
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- Properties – Select relevant document properties:
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- Internal – Mark this if the document should be required but hidden from the supplier’s site. Only your team will see it.
- Process on Approval – Enable this if data needs to be extracted when the document is approved (typically for ActionForms and Online Forms).
- Active – Enabled by default, ensuring the document type remains active.
- Auto Archive – If Days Effective is set, expired documents will be automatically archived when a new version is uploaded and approved.
- Pass Thru – Enable this to pass the document type to your Gather site.
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Step 6: Click Save to finalize the creation of the new Document Type.
Once saved, the new Document Type will appear in your list of Doc Types.
Attaching a Document to the Custom Document Type
If you need to attach a file to this document type for suppliers to download, complete, and upload, follow these steps:
Step 1: Navigate back to Configuration > Types.
Step 2: Locate the newly created Document Type in the list.
Step 3: On the far right, click the upload icon (a circle with an upward-pointing arrow).
Step 4: A dialog window will appear. Click Browse to locate the document on your computer.
Step 5: Once selected, click Save Attachment.
The attached document is now saved to the Document Type. When requesting this document from suppliers, they will be able to download the attached file, complete it, and upload it back into the system.