Site Documents
One of our main goals at Sytex is to help you collect more information in a simple way.
In this regard, the Site Documents functionality allows for the collection of important documents in Workflows, while simultaneously feeding the site information database.
In each Site, Network Element, or Client, you will find a new "Documents" tab that will concentrate all the Documents associated with that location.
A site document is a place to associate files and Sytex elements with a technical location. They can be auto-generated and automatically updated by your flows.
For example, let's say we want to centralize the rental contracts we have for a site:
First, we will generate the "Lease Agreement" document at the site and synchronize it from an initial "Site Contracting" workflow. This flow will give us the first contract, but after 2 years, the contract will expire.
Then we will have a new "Contract Renewal" workflow that will refer to the same Site Document. When loading the new contract into this workflow, it will automatically update at the Site.
What is a Site Document?
A site document has the following data:
- Status: Pending, Completed, Approved, or Rejected
- Document Type: Can be a file, Sytex form, quotation, or any Sytex element
- Category: It is a title that will group Site Documents that have the same category.
Once the "SD" is completed, you will see the object and its status directly.
You can access the SD settings from here:
How do I update a Site Document?
To update the SD, I can do it in two ways:
.1Directly from the site document, associating a file or element.
.2From a Workflow
To update it from a workflow, we just need to go to the "Reference Document Templates" tab
Keep in mind that if a Workflow is created in a Network Element, selecting "Push to Site" will send the document to all associated sites of that network element.
Create a new Document
There are three ways to create a new Document in your sites, here is the detail of each:
1 Create it from the Site
Selecting the + button will open a window to configure the new SD that will be exclusive to that site.
2 Set it up from the Site Type
If you need all Sites to have the same documents already created from the start, you can set it up from "Site Type"
Settings > Site Types > open a Site Type > "Document Template" tab
Thus, the next time you generate a new Site of this type, all SDs will be created at the time.
3 Create it automatically from a Workflow
In any Workflow template, in the "Reference Document Templates" tab, we can find the documents needed for a Workflow.
In each one, we will now have 3 new checks for this functionality:
- Push to Client
- Push to Network Element
- Push to Site
Questions? inquiries? improvements to add?