A controlled document is a revision-sensitive document maintained through formal review and approval. Cetec ERP supports document control through revision history, approval routing, and user permissions.

Documents can be attached to Processes, parts, orders, quotes, POs, and other business objects. Processes provide a way to organize related company documentation. Optional configurable approval rules extend control based on Document Type, the object type a document is attached to, or both.

Processes are a business object in Cetec ERP that can be used to group related documents. For example, you can create Processes for General Documents, HR Policies, ISO Documents, Safety Documents, and Vendor Documents.

Within a Process, users with the appropriate permissions can upload documents, maintain revisions, and submit documents for approval. Documents attached to other business objects can also have revision history and approval controls.

Clicking on a process will show all documents associated with the respective process.

Open a Process to see its associated documents. For documents attached to another business object, open that record’s Documents section.

1. Choose a file from your computer.
2. Enter a document name, or leave it blank to use the filename.
3. Add tags to make the document easier to find. Use Tab or a comma to separate tags.
4. Submit the upload.

The document’s initial status depends on your user roles and the approval settings in use.

Find the document in the documents list and select Download. Your access depends on the document’s status and your permissions.

Document Types classify documents and establish controlled numbering. Each type has a name and number prefix.

Cetec ERP combines the prefix with a Document Key to create the Document Number. For example, a Drawing type with the prefix DRW- and key 001 produces the number DRW-001.

Document Type and Document Number appear on the document view page, in the Document List, and in the Documents panels on parts, orders, quotes, and POs.

Create Document Types

1. As an Admin, go to Admin > Maintenance > Data Maintenance.
2. Open Document Types.
3. Create a type with a name and number prefix.
4. Set the type to active.

Names and prefixes must be unique. Inactive types remain associated with existing documents but cannot be newly assigned.

Assign a Document Number

1. Open a document you have permission to edit.
2. Select a Document Type.
3. Enter a Document Key.
4. Save your changes.

If you leave the key blank, the system uses the document’s numeric ID after the prefix.

All revisions of a document share its Document Type, Key, and Number. Changing these fields on one revision updates them across the document’s revision family.

Changing the type changes the prefix used in the number. Selecting (None) clears the number without removing the uploaded file.

Bonus Columns let you add custom fields to document records. Select Document when configuring Bonus Columns.

Use these fields to capture information such as a document owner, department, review date, or internal classification.

Use revisions to maintain changes to an existing document while keeping its history connected.

Select Revisions in the documents table to review earlier versions. To upload a new revision, select Choose File, then Submit at the bottom of the revision controls.

Revision history identifies previous versions and the user and date associated with each upload. When assigned, the Document Number identifies the document across its revisions.

Use the revision process when updating an existing document rather than creating an unrelated upload.

A document’s status indicates whether it is active or pending approval. Select the status link to open the document and its workflow controls.

From the document workflow, authorized users can submit a document for approval, approve it, or send it back for review.

To review approval activity, select the History tab on the document page. This shows previous workflow stages, assignments, user actions, and time spent in each stage.

Cetec ERP uses role-based document approvals by default. The following instructions apply unless the optional configurable approval model has been enabled for your site.

Approval Requirements & Roles

Under the default model, documents uploaded by users with an Admin, Manager, or Doc Control role are automatically approved and active.

Documents uploaded by other users remain inactive pending review and approval.

Permission to approve a document is maintained through document workflow assignments. Admins can manage these assignments through Admin > Maintenance > Workflow Maint. Users must be included in the document workflow’s approval stage to approve pending documents.

Submit a Document for Approval

1. Open the document through its status link.
2. Open the workflow controls at the top right.
3. Select Submit for Approval.

The document is routed for approval through the document workflow, with an email notification to the assigned reviewer according to the notification settings.

Approve a Document

1. Go to Documents > Docs Pending Approval.
2. Open the document you need to review.
3. Review the file and its revision history.
4. Use the workflow controls to approve it or send it back for review.

Approving the document makes it active. Sending it back returns it for further review or revision.

Configurable document approvals must be enabled for your site. Once enabled, Admins can manage approval requirements through Admin > Document Approval Settings. When this feature is not enabled, the default role-based approval model applies.

Approval Rules

Rules determine which documents require approval based on their Document Type, the object type they are attached to, or both.

For example, you can require approval for a compliance Document Type across object types, or establish a separate approval path for documents attached to vendors.

To create a rule:

1. Open Document Approval Settings.
2. Select Add Rule.
3. Choose the object type and Document Type the rule applies to.
4. Set the approval requirement.
5. Select the approval workflow and save.

Use the simulator on the settings screen to check which rule applies to an object type and Document Type combination.

Approval Paths

Each approval path defines:

• Where documents wait for approval.
• Which roles can approve them.
• Where documents return when sent back for review.

Different rules can use different paths and approver roles.

Workflow assignments determine who receives a document and its notification. Assignment alone does not grant approval permission; the user must also have an authorized approver role for that path.

Approval Settings

The settings screen includes these controls:

• Allow self-approval: Allows uploaders to approve their own documents when they otherwise have approval permission.
• Require approval even for Admins: Requires Admin uploads to follow applicable approval requirements.
• Email approvers when a document lands pending: Enables approval notifications, subject to the document workflow’s email settings.

Review Pending Documents

Documents covered by a rule requiring approval remain pending until approved. Documents outside those requirements continue to follow the default behavior.

Use the filters and preview in Docs Pending Approval to review files. Authorized reviewers can approve a document or send it back for changes.

When resubmitted, a document returns to its assigned approval path. Changing its Document Type to one governed by a different rule restarts approval on the new path.

Approval does not remove access restrictions associated with a document or its parent record.

Go to Operations > Documents List to find documents across Cetec ERP.

Search using parameters such as document name, creation date, status, or tags.

Document Type and Document Number are also available as columns and filters. Search by a complete or partial number, sort by type or number, and export the results.

Documents without an assigned type display blank Document Type and Document Number values.