Document-type apps

Document type apps are used for creating documents in BRIX, such as agreements, memos, invoices and so on.

You can:

• Organize centralized storage, registration and search documents.
• Add new versions and compare them with each other.
• Use pre-built document routes for approval and review.
• Configure document workflows using business processes within app or workspace.
• Track the stages of processing each document using statuses.

Here is an example of how the page of the Document type app item may look like:

Create a Document type app

начало внимание

Only users included in the Administrators group can create document-type apps.

конец внимание

1. Go to any workspace and click Add in the left menu. In the provided window, select the App block.

2. Fill out the app details:

• App Name*. The name of the app that will be shown in the left menu.

• App URL*. The URL for quick access to the app. The URL is created automatically, but you can change it if you wish to.

• Item Name. The name of the button for adding new app items.

• Type. Select Document.

• Visibility. Specify, who will be able to see the app in the left menu. You can change these settings later, if necessary.
  • Visible to everyone. The app will be available to all users.
  • Only to administrators. The app will be available only to the users included in the Administrators group.
• App Icon. The icon helps users quickly find the app in the left menu.

• View. Select the layout of app items.

3. Click Create. A window where you can set up the document form will open.

Configure the document form

By default, the File field on the Document app form cannot be deleted because it stores the uploaded or generated document file. The system supports uploading files of any format.

In the standard mode of form settings, the File field is required.

To add more fields, drag them from the right panel onto the left side of the form. To learn more about field types and their settings, see System data types and App item forms.

You can set up custom forms for creating, viewing, and editing documents.

To do that, click Advanced Mode in the form settings window, next to the Save button.

In the advanced mode, the File field can be made optional. To do this, go to the creation form and remove the * marker from the field.

This is convenient if you do not have a ready-made file and are planning to generate it from a template during a business process. Don't forget to add the Edit app item activity to the process to transfer the generated file from the process context to the item page.

To learn more on how to customize a form in the advanced mode, see Configure forms in Advanced Mode.

Configure the document name

By default, the document name is generated from a template using the name of the uploaded file. This is why the Name key variable is hidden from the form settings. If you want to enter the document name manually, change the item naming settings. To learn more, see Naming app items.

Create an app item

An app stores documents of the same type. For example, the Invoices app stores all the company's invoices. Each document that belongs to an app is an app item.

To add a new app item:

1. In the top right corner of the app page, click the blue document creation button. The name of this button is defined by the system administrator in the app settings.
2. In the opened window, add a file with a document file in one of the following ways:

• As a ready version: when opening the document page, the current version will be displayed.
• As a draft of a new document: disable the Set as current version option.

In this case, the document can be edited in the BRIX interface without adding new versions upon every save. After preparing the draft of the new document, you can send it for review or approval, and then mark it as the current version. To learn more, see the article on drafts of new documents and their versions.

3. Fill in the document fields. The set of fields is defined when creating the app and may vary depending on the document type.
4. Save the changes.

The name of the save button is set by the system administrator. The administrator can also configure an automatic process start when adding an item to a Document-type app. To learn more, read Manage buttons on app item pages.