I cant seem to figure out the best way to utilize Document Types.
What are the best practices for this feature. Couldn’t find any training on it from EpicWeb
Can anyone share how they use it?
Thanks!
It’s hard to say. It depends on how specific you need to be for a specific process. On one hand, we have one category for all customer correspondences (tagged to Epicor object for quick reference or CYA, etc.)
On the other hand, we have certificates defined down to subcategories of larger standards, because the supplier explicitly needs to be certified in that exact thing or our customers will fail our parts.
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I like creating Document Types based on security - especially if using ECM since you get a security group for each DocType.
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I agree with @jtownsend - it is really up to you. Just like the time and planning you take for other projects; you should map out the needs and the associated work instructions so you know what you really want to store/link in Epicor - and the effort will be to handle the documents. Take into account the future work of archiving, removing, etc. as documents are no longer needed. There is NOT an easy way to remove documents from Epicor - it will involve a BAQ and a DMT - and more if you have ECM.
As @Mark_Wonsil said, doc types and security (or job/role) may be a good blueprint for setting things up. We have many doc types that MANY people access so that path didn’t work for us, but it might work for you.
If it helps, here is an image of our document types. (This was done before I arrived) We took the idea that a DocType should state the content, and we decided on the multitude of content we wanted to associate with transactions. However, over time, we realized that we really didn’t need to store/link these docs in Epicor for various reasons (like short lifespan & obsolescence). We also started with File System and Sharepoint storage, but now have ECM, so a lot of these are mirrored into ECM and some of them will be phased out as they age in the File System and SharePoint storage. If I were to do Document Counts on most of these, it would be Zero.
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Thanks for sharing.