Skip to main content

How to Manage Document Classes in Prospeum

Prospeum Support Team
Updated

This article explains what document classes are and how to create, edit, and manage them in the Prospeum administrator settings. Document classes help to uniformly categorize documents uploaded by suppliers, improving comparability and searchability.

Prerequisites

  • You must be an Administrator to access the settings and manage document classes.

Step-by-Step Instructions

  1. Navigate to Settings.
    Click the gear icon (Settings) in the top right corner of the user interface to access the administrator settings.
  2. Open Document Class Management.
    In the left navigation bar, select the Supplier Management menu item, and then click on the Document Classes sub-item.
  3. Review Document Classes.
    You will now see a table listing all document classes already created in the system. In the ACTIONS column, you can edit an existing class using the pencil icon or delete it using the trash can icon.
  4. Create a New Document Class.
    Click the Add Document Class button located in the top right, above the table.
  5. Fill in the Document Class Details.
    A new form will open on the right side. Complete the following fields:
    • Name: Enter a descriptive name for the document class (e.g., "Code of Conduct"). This is a required field.
    • Code Name: Provide an internal code name. This is used for system synchronizations. This is a required field.
    • Description: Add an optional description that further explains the purpose of the document class.
    • Onboarding Document: Optionally assign a predefined onboarding document (e.g., a template) from the dropdown list.
    • Procurement Task To Renew: Enable this toggle if your procurement team should receive a reminder before a document of this class expires.
    • Supplier Task To Renew: Enable this toggle if the supplier should receive a reminder to upload a new document before the old one expires.
  6. Save the New Document Class.
    After entering all the desired information, click the button to save (not shown in the video, but implied by "Enable").

Pro-Tips

  • Code Name: It is recommended to use the same value for the Code Name as for the Name to ensure consistency in system synchronizations.
  • Reminder Deadlines: The exact deadlines for reminder notifications (e.g., 30 days before expiration) are configured in collaboration with the Prospeum team.
  • Onboarding Documents: To manage templates for the Onboarding Document field, please refer to the corresponding article on managing onboarding documents.

Related Articles

  • How to Manage Onboarding Documents