Setting Up Document Types

To set up document types, use the Document Types (CS_DOCUMENT_TYPE) component.

Page Name	Definition Name	Usage
Document Type Page	CS_DOCUMENT_TYPE	Define document types.

Document types can help you organize and categorize documents that you use when authoring documents. Using document types, you can define specific settings, defaults, and security that can help fine-tune each type of document. For example, you can associate a specific configurator with a specific type of document to ensure that the right configuration is used when authors create documents.

The document type structure enables you to standardize life-cycle processing options and default values for all documents that are created for the specified type. For example, you can configure a formal document type to enable full life-cycle statuses and functions including executing the document and processing formal amendments. You can also configure other documents, such as a request document, with a Draft and Approved status option or, even a Draft and Completed status option.

By using document types, you can simplify the actions that you perform on particular documents such as allowing edits, collaboration, and digital signatures. In addition, you can enable user-defined fields and cycle-time properties for document types. These actions make it possible for each type of document to have its own set of specific and unique attributes.

You can use document types within the requisition flow for requisitions that require new contract documents. In this scenario, you can define a request document and wizard that captures additional information from the requestor. When a document type is set up for the contract document request situation, you can specify that the system use this type with a PeopleSoft eProcurement or Purchasing requisition. In this case, along with the requisition, the requestor can generate a supplemental request document by launching a wizard that captures the required information that pertains to the contract request. When you award the requisition to a contract, the specialist can reference the original request document and make use of wizard responses within the request document to drive the content and fill in required data for the actual contract. The benefit of this process is that by the time the contracting specialist becomes involved in the process, the requestor has already provided all of the necessary information.

Other examples for using document types can include statements of work, document summaries, executive summaries, and nondisclosure agreements.

The use of document types requires that you select the Use Document Type check box on the Installation Options - Supplier Contract Management Page

Document type features include:

Using the PeopleSoft Approval Framework to set up approvals for documents of a specific document type.
Creating an authored document request for a requisition document.
When you use this feature, the system displays a request document link on the Maintain Requisitions page in PeopleSoft Purchasing and on the Create Requisition page in PeopleSoft eProcurement.
Selecting a start sequence to create an ad hoc ID for ad hoc documents.
Selecting the appropriate configurator by using document types.
When using document types, you can use the system to help you determine the appropriate configurator. You can select a configurator based on a specific configurator or a configurator selector wizard. A specific configurator always uses the same configurator for the document type. However, a wizard provides a set of questions for you to answer. Based on the answers, the system provides the appropriate configurator.
Generating ad hoc documents automatically.
You use this feature to help streamline the process when documents are created. When you select this option, the system automatically generates a document based on all the default values specified for the document type. The system bypasses the Create Document page. Therefore, users who do no need to define document details to the level that a contract specialist might, can create a document using fewer steps. If a wizard is associated with a configurator, the system goes directly to the wizard questions after you enter document key information in add mode, which is the same as you would when adding documents from a requisition.
Setting document type life-cycle statuses and for editing, collaboration, and electronic signatures.
Setting cycle-time and workbench.
Creating user-defined fields that define additional user-defined attributes that you can associate to a document.
Setting up security for users who can create and view a type of document.

Use the Document Type page (CS_DOCUMENT_TYPE) to define document types.

Navigation:

Supplier Contracts > Manage Contract Library > Document Types

Document types provide a way to categorize documents. You can determine specific options, defaults, and security that can help fine-tune the use of each type of document. You can create document types, regardless of whether document types have been selected on the Installation Options - Supplier Contract Management Page. However, the system does not apply them when a document is created unless the Use Document Types check box has been selected. After documents have been created using a document type, you cannot deselect the Use Document Types check box in installation options.

Field or Control	Description
Document Type	Enter a document type ID.
Source	Select a source transaction. After the source is selected, you cannot change it. Available source transactions are: Ad Hoc: Used to create stand-alone documents that are not associated with a specific source transaction. Purchase Orders: Used to create authored documents based on purchase orders. Purchasing Contracts: Used to create authored documents that can reference and include information from purchasing contract transactions. Sourcing Event: Used to create authored documents that can reference and include information for sourcing event transactions.
Description	Enter a brief description for this document type. This field is required. The description appears in the document type list of values for all pages.
Status	Select the status of the document type. Values are: Available: The document type can be used. This is the default value for the field. Obsolete: The document type cannot be used. The system does not validate the status when you change it. Note: If a document type is available, you must provide users the authority to create documents using this document type using the Roles with Permission to Create Documents section.
Copy From	Click to create a document type from an existing document type. You can only copy document types that have the same source transaction as the one you are creating. When you click this button, the system accesses the Copy Information From page where you can select a document type.
Delete	Click to delete a document type from the system. The button is only available if the document type is not being uses with a document. The system provides a warning message before you can delete the document type. When you click Yes, the deletion is immediate.
Notes	Enter any additional information for the document type that could help clarify how or why it is used.
Start Sequence	Select a start sequence for this document type. A start sequence is an ID that links a series of documents for automatic numbering purposes. The sequences that are available on this page are the ones that have been added for the CS_ADHOC_ID field and Contract Ad Hoc ID number type for automatic numbering. The start sequence controls the prefix for numbering. This field is only available for Ad Hoc contract source documents. If a start sequence does not exist or the Use Document Type check box is not selected on the Installation Options - Supplier Contract Management Page, then you can use the automatic numbering default value if one has been defined. Note: If you associate the same start sequence with different document types, the system uses the last sequence number across all document types that use the start sequence. This can cause gaps in sequencing for a document type. Therefore, if sequencing is important to document numbering, then create a unique start sequence that is intended to be used with a specific document type. Numbering sequences are set up using the Auto Numbering Page. You also use the feature to select the default start sequence.
Internal Document	Select to indicate that you want the document identified as an internal document. Internal documents are those that are attached to a document and are intended for internal use. External documents are intended to be dispatched to external contacts, such as collaborators or document approvers. If the source transaction is Purchasing Contract , the Internal Document check box is not available. Note: When the Internal Document check box is selected, the Full Life Cycle Statuses value is not available in the Applicable Statuses field. The applicable status values available are only Draft/Complete and Draft/Approved.
Allow using wizard responses from a prior document	Select to enable authors, who use this document type, to be able to copy wizard responses from a different document when creating a new document. The system provides a check box on the Create Document Page that authors can select when they want to use responses from another wizard. When an author selects to use responses from another wizard, the system provides a link to select the document that includes the wizard responses. After selecting and adding the responses to the current document, authors can change a wizard response. When you select this check box, the Allow copying document from a different source check box is not available. If you select to have the system automatically create a document, you cannot use wizard responses in another document.
Use Only with PO Requisitions (use only with purchase order requisitions)	Select to indicate that this document type is a request type of document that is to be used with purchase order requisitions. Documents created from this type must be associated with a requisition ID and business unit. This field is available only when the source is ad hoc. When you used this check box, requestors can define a related document and wizard that captures additional information. When a document type is set up for the document request, you specify that the system use this type with a PeopleSoft eProcurement or Purchasing requisition. In this case, along with the requisition, the requestor can generate a supplemental request document by launching a wizard that captures needed information pertaining to the contract request. The requestor can then provide the required information in the supporting document. When you award the requisition to a document, the specialist can reference the original request document and use wizard responses within that request document. This helps drive the content and complete required data on the actual document. This field is determined from the Use with PO Requisition check box on the Installation Options - Supplier Contract Management Page.
Automatic Document Creation	Select to have the system automatically create a document using all the field values on this page when you click the Add a Document button from the Add a Document Page. This option enables you to bypass the Create Document Page, where you would normally review and change the defaults before creating the actual document. The system determines whether the configurator selector wizard should be invoked when a document is added on the Document Management Page. The system uses the next number in the starting sequence to create the document. This check box is available only for ad hoc document types.
Log View Action in History	Select to indicate that action history can be viewed in the document history. History provides an audit trail of who accessed the main document and amendment files. When you click the View button, the system records the action in the history. The history is logged when a document is viewed internally and externally. Note: View Actions from Contract Workbench are not logged regardless of this control setting.
Allow copying document from a different source	Select to allow the system to copy documents that use different transaction sources. For example, if this document transaction source type is ad hoc , then you can copy a document that uses a purchase order transaction source type to create a document. To use multiple sources, you must first define a document configurator that can be used with multiple source types, and then use that configurator as the configurator ID for a document type. When you select this check box, the Allow using wizard responses from a prior document check box is not available.

Determine Configurator Using

Use this section to define how the system selects a document configurator when you generate a document using this document type. See Creating Authored Documents.

Field or Control	Description
Specific Configurator	Select to indicate that you want to use a specific configurator ID with this document type. Select the configurator using the Configurator ID field. When you create a document using this document type, the system uses the configurator that you select in the Configurator ID field on the Create Document Page.
Configurator Selector	Select to use a special configurator selector wizard to determine which document configurator to use with this document type. Select the configurator selector wizard using the Wizard ID field. When you select the document type on the Add a Document Page, and click the Add a Document button, the system launches the configurator selector wizard. After you answer wizard questions, the system selects the appropriate configurator and the Create Document Pageappears. Then, you can run the configurator selector wizard again, or select another document type to create the document.
Configurator ID	Select a document configurator. This field is available when you select Specific Configurator. When you create a document using this document type, the system uses this specific configurator to generate the document. A configurator and a document type must use the same source type.
Wizard ID	Select a configurator selector wizard to use with this document type. The field is available when you select the Configurator Selector radio button. When you create a document, the system uses this wizard and its questions to help you select the appropriate configurator to use when generating a document. Only wizards that have been defined as configurator selector wizards are available. Document types do not use document creation wizards.

Life Cycle Options

Use this section to define life-cycle options for a document type. You can control some of the statuses and buttons that appear on the Document Management Page when you use this document type to create a document. These options help you streamline the life-cycle flow for this type of document. Available options in this section also depend on options selected on the Installation Options - Supplier Contract Management Page. For example, if you do not select to use external collaboration as an installation option, the External Collaboration check box is not available.

Field or Control	Description
Enable Edit	Select to control edit settings on the Document Management page when you create this type of document. When you select this option, the Enable Internal Collaboration and Enable External Collaboration check boxes become available.
Enable Internal Collaboration	Select to control internal collaboration settings on the Document Management page when you create this type of document. This option enables you to process documents of this type through a collaboration cycle. This check box remains inactive until you select the Enable Edit check box. See Document Collaboration for Internal Users in the Understanding Document Collaboration topic.
Enable Signatures	Select this option to enable digital signatures. Enable signatures must be selected on the Installation Options - Supplier Contract Management Page for this option to be available. When you select this option, three additional check boxes become available to indicate when signatures should be captured within the life cycle for this type of document: Prior to Approvals, During Approvals, and After Approvals. You can route documents for signatures, as standalone documents, or as part of the formal approval process.
Prior to Approvals	Select to indicate that signatures should be captured prior to submitting a document through the approval process. The system provides the Route for Signature button for the document specialist to route the document for signatures. The Route for Signature button is not used for the Adobe Document Cloud eSign services or DocuSign signature methods. The routing is performed by the Prepare and Route for e-Signature button. This option becomes available when you select the Enable Internal Signaturesoption.
During Approvals	Select to indicate that signatures should be captured during the approval process. As the document is routed using the Approval Framework, approvers sign the document as they approve it. This option becomes available when you select the Enable Internal Signatures option. Note: This option does not apply when using the Adobe Document Cloud eSign services or DocuSign signature methods.
After Approvals	Select to indicate that signatures should be captured after the approval process. The system provides the Route for Signature button for the document specialist to route the document for signatures after the document has been approved. The Route for Signature button is not used for the Adobe Document Cloud eSign services or DocuSign signature methods. The routing is performed by the Prepare and Route for e-Signature button. This check box becomes available when you select the Enable Internal Signatures option.
Enable External Collaboration	Select to control external collaboration settings on the Document Management page when you create this type of document. This option enables a supplier to review the document online using the Supplier Portal. External collaboration must be enabled on the Installation Options - Supplier Contract Management Page for this check box to be available. See Document Collaboration for External Users in the Understanding Document Collaboration.
Applicable Statuses	Select the grouping of statuses that you want to use to process the document through its life cycle. For ad hoc document types, the Draft, Approve Statuses Only value is the default value and can be changed. For purchasing contract types, the Full Life Cycle Statuses value is the default value and cannot be changed. Options are: Draft, Approve Statuses Only: Select to indicate that the status options on the Document Management Page are Draft or Approve. Draft, Complete Statuses Only: Select to indicate that the status options on the Document Management page are Draft or Complete. Full Life Cycle Statuses: Select to use all life-cycle statuses on the Document Management page. This value is the default value when the source is purchasing contract. Note: After you create a document using this document type, you cannot change the applicable statuses.
Amendment Configurator ID	Enter the amendment configurator that you want to use when creating amendments for documents of this type. Only configurators with the Use for Amendments only check box selected on the Document Configurator Definition Page appear in the list of values. The source transaction on the Document Configurator Definition page must also match the source that is defined for this document type. Note: This field is inactive until you select the Full Life Cycle Statuses value in the Applicable Statuses field.
Executive Summary Configurator	Select a configurator for use with an executive summary document. These are configurators that have been created specifically for executive summaries. This is a supplemental document that summarizes a document. When creating a document using a document type that uses an executive summary configurator, the system generates the document with executive summary attributes. When you access the Document Management Page, you can create, view, and edit executive summary documents.

Cycle Time Settings

Use this section to define the cycle time options for a specific document type. For example, you can ensure that document requirements are achieved in a timely manner by establishing a time frame. These settings are initially defined on the Installation Options page, but you can override them on this page. After defining the settings, you can then use the Find Existing Documents page to determine which documents are overdue or close to being late.

Field or Control	Description
Enable Cycle Times	Select to indicate that cycle times are enabled for this document type. When you select the check box, you can edit the remaining fields in this section.
Business Calendar	Select a business calendar to use for document and amendment cycle times. The business calendar is used to determine what days, such as holidays or weekends, should be removed from cycle-time calculations.
Complete when Status is	Select a status that indicates when the system should stop tracking the cycle time of a document. For example, you can track document cycles during critical stages when numerous reviewers or approvers are involved in the cycle and not track it for its entire review cycle; or, the organization might want to track a critical document from the beginning to when it is executed. You can end document and amendment cycle tracking when a document reaches a status of: Approved Dispatched Executed/Complete Pending Approval
Target Cycle Time per Document (days)	Enter the target number of days that a document should take to be completed.
Target Cycle Time per Amendment (days)	Enter the target number of days that an amendment should take to be completed.
Red: Number of Days Prior to Due Date	Enter the number of days prior to the due date that you want to populate the workbench with a red flag indicator. When a document falls within the number of days that you enter, the system inserts a red flag indicator on the search results for the Find an Existing Document page.
Yellow: Number of Days Prior to Due Date	Enter the number of days prior to the due date that you want to populate the workbench with a yellow flag indicator.

User Defined Fields

Use this section to indicate that you want to use the user-defined fields that have been enabled on the User Defined Fields Page for this document type.

Field or Control	Description
Option for User Defined Fields	Select an option that indicates how you want to apply user-defined field for the document type. Options are: All User Defined Fields: Select to use all the user-defined fields that have been enabled at the installation level. This option keeps this document type synchronized with the PeopleSoft Supplier Contract Management installation-wide settings for user-defined fields. You do not have to maintain the fields for a document type because the system automatically updates them. When you select this option, the system does not display the default values. No User Defined Fields: Select to not include user-defined fields with this document type. This is the default value for the field. Select User Defined Fields: Select to view a list of installed user-defined fields. Select a specific subset of fields that you want to use with this document type. To use a user-defined field, you must enable it by clicking the Enabled check box for each field. You cannot update individual field attributes using this page. Use the User Defined Fields Page to update field attributes.

Field or Control

Description

Option for User Defined Fields

Select an option that indicates how you want to apply user-defined field for the document type. Options are:

All User Defined Fields: Select to use all the user-defined fields that have been enabled at the installation level.
This option keeps this document type synchronized with the PeopleSoft Supplier Contract Management installation-wide settings for user-defined fields. You do not have to maintain the fields for a document type because the system automatically updates them. When you select this option, the system does not display the default values.
No User Defined Fields: Select to not include user-defined fields with this document type. This is the default value for the field.
Select User Defined Fields: Select to view a list of installed user-defined fields.
Select a specific subset of fields that you want to use with this document type. To use a user-defined field, you must enable it by clicking the Enabled check box for each field. You cannot update individual field attributes using this page. Use the User Defined Fields Page to update field attributes.

Note: If a user-defined field is required and you select the Automatic Document Creation check box, the system displays a warning message reminding you that the Create Document Page will not be available when you automatically create a document with this document type. See Setting Up User-Defined Fields.

Roles with Permission to Create Documents

Use this section to add the user roles that can use this document type.

Field or Control	Description
Role Name	Select roles that can create documents using this document type. A user cannot create documents for this document type until the user role is added to this section. Users can have multiple roles. Therefore, one role can create a document using this document type and another role can override a configurator as well as create documents using this document type.
Allow Override Configurator ID	Select to indicate that the selected role has the authority to modify the configurator ID for this document type. When user roles have this option selected, the user can change the Configurator ID field on the Create Document Page.

Roles with View Access to Documents of This Type

Use this section to determine who can access documents that are created using this document type ID. This setting provides only view access and not edit permission.

Field or Control	Description
Role Name	Select a role name that can view documents that are created with this document type. This option provides an extra level of view access to a document, but does not supersede other areas where view access is granted. For example, users who are added as collaborators on the My Internal Contacts/Collaborators page, users who have administrative rights defined on the User Preferences page, and users who have been assigned as approvers for the approval cycle can still view documents even if their roles are not added to this section.
Document View Access (Apply Role)	Click to grant the role view-access to existing documents with the same document type. If you grant a role access using the Role Name field but do not click Apply Role, the role can only view documents created after you grant access. When you click the Apply Role button and agree to proceed, a confirmation message appears informing you the total number of documents to which the role was granted access.

Field or Control

Description

Role Name

Select a role name that can view documents that are created with this document type.

This option provides an extra level of view access to a document, but does not supersede other areas where view access is granted. For example, users who are added as collaborators on the My Internal Contacts/Collaborators page, users who have administrative rights defined on the User Preferences page, and users who have been assigned as approvers for the approval cycle can still view documents even if their roles are not added to this section.

Document View Access (Apply Role)

Click to grant the role view-access to existing documents with the same document type.

If you grant a role access using the Role Name field but do not click Apply Role, the role can only view documents created after you grant access.

When you click the Apply Role button and agree to proceed, a confirmation message appears informing you the total number of documents to which the role was granted access.