Overview of Document Type Settings in the Compliance Module
Most of the settings in the Supplios Compliance Module are set on the Document Type level. These settings (at the Document Type level) are then used to control the visibility, permissions, automatic notifications, and rules related to all Documents of that Document Type.
This article provides and overview of the types of settings available for Document Types.
Additional articles go deeper into specific settings and use-cases.
Who can modify Document Type settings?
Anyone who is designated as the "Admin" for a Document Type is allowed to modify most settings for that Document Type. In addition, account-level Admins are allowed to manage most settings for a Document Type.
By default, whoever creates the Document Type is designated as an Admin of that Document Type. (only specific users are allowed to create new Document Types, possibly different based on your company's account-level permissions)
Existing Admins of a Document Type can then add additional internal users as additional Document Type Admins.
Where do I manage Document Type settings?
Settings for Document Types are on dedicated tabs of the page for each Document Type. These tabs are only visible to Document Type Admins. If you do not see these tabs, you are not designated as a Document Type Admin, and you cannot modify the settings.
Overview of Document Type Settings tab
The "Settings" tab of the Document Type page includes most of the configuration options for managing the Document Type, and the related Documents and Document Versions.
The screenshot below shows the multiple tabs of the Settings area. A brief description of what is controlled on each tab of the settings is included below the screenshot.
- Basic Information: Set the Document Type title, internal notes, and control the Internal Visibility (who from your internal team is allowed to see Documents of this Document Type).
- Supplier Access: Control who from your suppliers are allowed to see Documents of this Document Type (if any), as well as set the Supplier Assignees (who from the suppliers are assigned any tasks / action items related to Documents of this type). Supplier Assignees are only allowed to be set if you have supplier submissions enabled. (Supplier submissions are enabled on the Submission Workflow tab.
- Submission Workflow: This is where you enable or disable supplier submissions, and configure the details for the tasks or action items for supplier submissions (in the case of auto-renewals) and internal review & approval steps (for after supplier submissions). You must enable supplier submissions on this tab before you can do things like set the Supplier Assignees (on the Supplier Access tab).
- Internal Team: Manage the Admins for this Document Type, and manage additional internal roles (user groups) related to this Document Type. The Roles here are specific to each Document Type, and can be used to assign review or approval tasks, reminder tasks, etc.
- Validity Date Settings: Turn on/off validity date (expiration date) tracking for this Document Type, change whether validity dates are required or optional, and control permissions for who is allowed to modify validity dates on existing Document Versions (if any).
- Automations: Create and manage automations related to the expiration of Documents. This includes settings for auto-renewal flows (trigger request for updated Documents before current versions expire), additional internal tasks, supplier tasks, and email reminders.
- Advanced Settings: Additional settings, overrides, and options appear here, depending on the current status of the Document Type. This can include changing the Document Type from "single-per-vendor" to "multiple-per-vendor" and other similar things. The options available here are highly dynamic based on the current Document Type status and your account-level permissions.