How to use document associations
Prerequisites
- Access to the Document (DC010) menu.
- Previously created document.
- For the association to work correctly, the object's component must be part of the solutions purchased by the organization.
- Workflow association control enabled in the document category to associate workflows.
Introduction
Through the Associations tab of the document data screen, it is possible to associate items from other components of SoftExpert Suite.
The available associations vary according to the association control configuration for the document category.
Associating an actionable event
An actionable event triggers actions when the document reaches a defined step at a specific frequency.
Events previously associated with the document will be listed in this section.
Use the available buttons to add an event:
| Adding a new event | Click on this button to create an actionable event for the document. See further details in the Creating an actionable event article. |
| Adding an existing event | Click on this button to associate an actionable event previously configured in the system. On the screen that will be opened, search for the event, select it, and click on the Add button. |
Only events that have the Allow executing the event manually option checked can be executed manually.
Associating records
Associating an existing record
1. Click on the Associate button to associate an existing record.
2. In the Association type field, select the type of the activity that will be associated according to the component.
3. In the Relationship type field, select the relationship of the association with the record:
- Association: indicates that the association represents a link between the object and the document.
- Created: indicates that the document was the reason for the creation of the object.
- Created by: indicates that the document was created because of the object.
4. In the Object field, search for and select the record to be associated.
5. Click on the Save button to finish (check the New association option before saving for the screen to remain open).
Associating a new record
1. Click on the +Create button to associate a new record.
2. In the Association type field, select the type of the activity that will be associated according to the component.
3. In the Relationship type field, select the relationship of the association with the record:
- Association: indicates that the association represents a link between the object and the document.
- Created: indicates that the document is the reason for the creation of the object.
- Created by: indicates that the document was created because of the object.
4. Click on the Save button.
5. Enter the data of the object that will be created and save it.
Associating a request
Request association allows for viewing the requests that are in progress and execute the requests related to the document.
To do that, use the side toolbar buttons:
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Click on this button to associate a request. On the screen that will be opened, locate and select the request that will be executed with the document. Save the record after that. |
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Click on this button to view the data screen of the request selected in the list of records. |
Viewing associations
The records associated in the Associations section will be listed by component.
By selecting a record on the document data screen, it is possible to view or unlink it:
It is also possible to associate, disassociate, and view records through the document preview screen in the Document (DC010) menu.
In the menus below, it is possible to view document associations when using the screen with three quadrants. To do this, in the third quadrant, select the Associations option in the Display field.
- File > Document (DC003)
- View > Document (DC021)
- View > Tasks (DC028) > Filter by the "Document approval" task
- Execution > Document approval (DC051)
- My tasks > Document approval
Association restrictions
Restrictions
Documents with revision control can have the following associated items:
- Tasks from SoftExpert Kanban
- Workflows from SoftExpert Workflow
Documents with no revision control can have the following associated items:
- Companies from SoftExpert Administration
- Manufacturers from SoftExpert Administration
- Transporters from SoftExpert Administration
- External files from SoftExpert Archive
- Audit organizations from SoftExpert Audit
- Customers from SoftExpert Customer
- Suppliers from SoftExpert Supplier
- Kanban tasks
- Processes from SoftExpert Process
- Process activities from SoftExpert Process
- Workflows from SoftExpert Workflow
Conclusion
By following the steps in this article, it is possible to associate all necessary objects with the document, ensuring security and traceability in the organization's processes through the integration between SoftExpert components and resources.