Uploading Documents and Assigning Tags
Limiting the View of Document Types to Users
Attaching a Document from the Doc Store in a Cart
Enabling the Doc Store
The Doc Store is a lightweight document management system designed to store documents in Prendio for easy selection. Contracts, Licenses, Confidentiality Agreements and other documents can be added by the Document Manager role to Prendio’s Document Store.
With this system, documents that are in process or fully executed can be located and attached to a cart. The documents are managed by the Doc Store Manager role.
Please note that the Doc Store must be enabled for a company. To enable, please email support@prendio.com Once enabled, the Doc Store will appear as a role at the top of the screen:
Assigning a Doc Store Manager
In the Admin role, locate the Users tab. Locate the user(s) to be assigned the Doc Store Manager role. A Doc Store Manager will have the ability to upload documents, assign company tags, make adjustments, and more. Multiple users at a company can have the Doc Store Manager role.
The role of Doc Store Manager should be assigned to a user with access to the necessary legal resources and a working knowledge of basic document management. By capturing a minimal amount of “metadata” (data about the document), Prendio helps users locate the documents that they need.
Once the correct user account has been located, select Edit in the Action column:
In the User Account Setup window, select Doc Store Manager via Prendio Roles for the user. Assign this role to other users as needed:
Save once complete and exit out of the User Account Setup window:
If assigning yourself the role of Doc Store Manager, please log out and log back in to view the update.
Uploading Documents and Assigning Tags
Select the Doc Store Manager role at the top of the screen:
The user will be directed to the Document Store tab:
Select Add New to upload a new document:
A Company Document Store window appears to add in details of the document and upload the document via File. Please note the required fields (marked with an *) that need to be completed before the document can be uploaded:
Please note the following regarding some of the fields found in the Company Doc Store window:
- The Status field is required and selections include Active, Checking, Draft, Out for Response, and Inactive. Once the document is uploaded to Prendio, users have the ability to select the document and attach to their cart(s) no matter what the status of the document even if it is not finalized.
- Tags can be added to a document but they are not required. To add a tag(s), select the Manage Tags link:
Check off the tag(s) needed for the document:
Prendio has a default list of tags via Prendio Tags. Additional tags can be added via Company Tags in the Admin role:
After adding any additional Company Tags, they will be available for selection:
After the appropriate fields are complete, Save on the bottom right of the window:
Uploaded documents will appear in the table:
Adjustments to a document can be made by selecting Edit in the Actions column:
Limiting the View of Document Types to Users
Different Types of documents can be limited to certain users. In a user’s account setup window (Admin > Users > Edit for User Account), all of the documents types can be seen via View Company Documents:
When none of the company document types are selected/checked, the user has the ability to view all documents:
When certain document types are selected, the user is only able to view the selected document types. In the example below, Consultant CDA and Consulting Agreement are selected for the user. This user will only be able to view/select documents with these types selected:
Attaching a Document from the Doc Store in a Cart
When a user creates a cart, the document(s) can be selected to attach for a Supplier or Buyer:
After selecting Attach for Supplier or Attach for Internal, Buyer a window will appear and users can select Doc Store. Select the correct document by checking on the left. Save when complete:
The document will now appear under the Supplier or Buyer notes in a cart:
