In this video we cover how package templates work in Content Central and what they can do for you.
Packet templates group document of different types together when they have something in common. For instance, a check, invoice, packing list, purchase order, and purchase requisition may all be related because they all have to do with the same key field which is the PO number. When a document is part of a packet you will notice the view packet option becomes available so that you can quickly access other documents in the packet. Also, when you’ve configured the system with at least one packet template, you can search the system for a packet using its key field instead of locating it one document at a time.
When you set up a packet template, you can tell Content Central which document types must be present in order for the packet to be considered complete. For instance, in the vendor packet, the check, invoice, packing list, purchase order, and purchase requisition must be present. This means that when view a purchase order packet, if all of these documents are present, Content Central will give us a visual cue. It will also let us know that the packet is incomplete by giving us a status at the top. Using workflow you can configure the system to send one of the document types, like the invoice, to the accounting departments were cute when a packet becomes complete so that they pay it. Or you can configure the system to send an email to a specific user when the packet has been incomplete for more than 10 days so they can follow up to see if there are issues.
With workflow you can even configure the system so that if you make a change to the fields on the document type that’s configured as the primary document type in the packet, the field values on the other documents in the packet would change to match those of the primary document type. One thing to keep in mind when creating new document types is that if you plan to include the new document types in a packet, the key field of a packet template must be a global field not a local field, and it must be added to every document type that you want to be a part of the packet. This is one of the many reasons that it’s a good idea to always use Global Fields if you can when creating new document types.
In this video we covered how packet templates work in Content Central and what they can do for you.