Setup and Configuration

Set up new Number Series

Create an app registration in Azure with the Sites.Selected permission:

Capture Setup fields

Search for Statutory Documents Setup.

Capture fields for document management

Capture fields for training administration

Issuing Authorities

The organisations (including your own) that are responsible for issuing or certifying the documents you need to maintain are defined here.

From the Statutory Documents Setup page, click on Issuing Authorities.

Capture the data as follows:

Code : unique code to identify the organisation
Name - full name of the organisation
Membership number - if you have a registration number with the external organisation, enter it here
Vendor number - link to a vendor to facilitate payment of membership fees.

Document Types

The types of document which your organisation needs to store, and the rules of how to manage them, are entered here. From the Statutory Documents Setup, select ‘Document Types’:

Capture the information as follows:

| Field Name | Details | | – |– | |Statutory Documents Code | A unique code to identify the type of document | |Issuing authority | Select the Issuing authority responsible for this document type| |Validity | If the document has a limited validity, enter a date formula to calculate the expiry date from date of issue| |Area of jurisdiction|Free text, indicating where the document is valid eg Global, National, Site| |Document importance| Optional / Recommended / Mandatory| |Duplicates allowed| If multiple editions of the same document type can be issued to a particular entity, tick on. If ticked off, the system will prevent you from capturing more than one edition of a document.| |Extension Period | | |Maximum Extensions allowed | | |Associated Entities:|Select the entities to which the document type can be attached: Customer / Vendor / Fixed Asset / Item / Resource / Service Item / Employee | |

Entity Defaults

This function allows you to define the suggested list of documents that need to be collected for a particular entity. For example, for a new customer, you may want to collect their company registration, VAT registration, BBBEE certificate.

From the Statutory Documents Setup, select ‘Entity Defaults’.

Enter fields as follows:

Repeat for each document required for the entity type. Example:

Training Programmes

This function allows you to define the outline of a training programme. Select ‘Training Programmes’ from the Statutory Documents Setup page. A list of existing programmes will appear. Click on New.

Enter General information about the programme:

where applicable, enter Accreditation information:

This will link completed training for an employee to document certifications. Capture one or more modules / subjects that are offered as part of the course:

Training Subjects

This function allows you to define subjects on which you will offer training.