Creating and maintaining document types
Menu path
System ➔
General ➔
CRM ➔ Document
types
Introduction
On this page, you can configure a new or existing document type. By default, the General tab will be displayed.
Creating your own document types provides a flexibility to use wider choice of
document types in your business apart from the document types created by the
system.
What version are you using?
The information in this document is applicable to product update
412 and higher. If you have versions lower than this, certain features explained here will not be applicable.
How do I create document types?
- In the System > General > CRM > Document types screen, click New.
- At Description, type the description of the document
type.
- Define other fields, if required.
- Click Save to save the document type.
Keep in mind: All fields with the “!” icon is mandatory.
How do I edit document types?
- In the System > General > CRM > Document types screen,
select the required document type, and then click Edit.
- Make the necessary change(s).
- Click Save.
Fields
ID
Type the identification number for the new document type. You cannot change the identification number the next time you click Edit to edit this document type.
Description
Type the description of the new document type or edit the description of the existing document type.
Active
Select this check box to activate the document type to use it in the administration. For existing user-defined active document types, clear the Active check box to deactivate the document type. Meanwhile, you cannot deactivate system-defined document types.
System: Type
This check box is disabled when you create your own document type. If you open an existing document type, a selected System: Type check box indicates that the document type is created by the system while an unchecked box indicates that the document type is created by the user.
Back office
Select this check box to enable the synchronization of documents (that are linked to this document type) between Exact Synergy Enterprise (ESE) and Exact Globe Next (EGN) using Exact Integrator with Exact Lightweight Integration Server. Due to the differences between the document types in ESE and EGN, only the following fields will be synchronized:
- Person
- Project
- Account
- Security level
- Expiry (Days)
- Serial number
For the other fields, the values will remain the same after the synchronization process.
Document section
Security level
Type the security level for the new document type. Users with specified security level or higher can read documents under this document type. You can change the security level when you edit existing document types.
Expires (Days)
Type the number of expiry days for the document type. For example, you create a document under this document type on 21 July 2016 and the number of expiry days is set to 10. As such, the expiry day of the document will be 31 July 2016. You can edit the number of expiry days. Expires (Days) which is set to 0 means the document type has no expiry date.
Logistics section
Serial number / Order number / Project
Select the option to fill in or not to fill in the Serial number, Order number, and Project fields when you create a document under this document type. Select No (Not used) if you want to disable the fields, Yes (Optional) to optionally fill in the fields or Yes (Mandatory) if you want to make it compulsory to fill in the fields when creating a document under this document type. You can edit this section for existing document types.
CRM section
Person / Account
Select the option to fill in or not to fill in the Person and Account fields when you create a document under this document type. Select No (Not used) to disable the fields, Yes (Optional) to optionally fill in the fields or Yes (Mandatory) to make it compulsory to fill in the fields when creating a document under this document type. You can edit this section for existing document types.
Financial section
Our ref. / Your ref. / Payment reference
Select the option to fill in or not to fill in the Our ref., Your ref., and Payment reference fields when you create a document under this document type. Select No (Not used) to disable the fields, Yes (Optional) to optionally fill up the fields, or Yes (Mandatory) to make it compulsory to fill in the fields when creating a document under this document type. You can edit this section for existing document types.
Buttons
Save
Click this to save the document type.
New
Click this to create another document type entry.
Close
Click this to exit. A message "Save entry?" will be displayed if you exit without saving the changes made to the entry.
Related document
Main Category: |
Attachments & notes |
Document Type: |
Online help main |
Category: |
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Security level: |
All - 0 |
Sub category: |
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Document ID: |
12.379.454 |
Assortment: |
Exact Globe+
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Date: |
26-09-2022 |
Release: |
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Attachment: |
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Disclaimer |