DocShare
How to use DocShare in Users & Permissions: access, working steps, fields, related records and troubleshooting.
Purpose and access
Create users and assign the roles required for their duties. System users and website users have different access. Test both allowed and denied record access; creating a role is not a reason to grant unrestricted administrator rights.
This page is a internal/admin record in System Admin → Users & Permissions. Use the link above to open the configured destination; permissions are checked by the destination service.
Before you start
Prepare the required information: Document Type, Document Name.
Confirm the company, party, dates, units and source references that apply. Select existing links carefully and check for an existing record before creating a duplicate.
Working steps
- Open DocShare from System Admin → Users & Permissions, or use ERP Search.
- Filter the list and open the relevant record. To add a record, use Add/New when your role provides that action.
- Complete the editable fields described below. Required fields and validation conditions must be satisfied; read-only values are set by the system or their source records.
- Save the record and address validation messages. Reload and verify the saved values and relationships.
- Use any additional workflow actions only when the record and your role provide them. Saving this record does not automatically complete a related transaction or external action.
Field reference
These fields come from the installed ERP definition. Hidden fields and password inputs are omitted. Additional conditions, custom scripts and workflow rules can make a field required or read-only in a particular context.
| Field | Type / behavior | How to use it |
|---|---|---|
Useruser | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: User |
Document Typeshare_doctype | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: DocType |
Document Nameshare_name | Dynamic Link Required | Select the record identified by the associated document-type field. Verify both the type and the linked record. |
Readread | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Writewrite | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Shareshare | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Submitsubmit | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Everyoneeveryone | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Notify by emailnotify_by_email | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Impersonateimpersonate | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Troubleshooting
- Not permitted: verify the account, role and source-document permission. Do not share an administrator login.
- Missing record or address: inspect the relevant Link or Dynamic Link fields; a matching title alone does not establish a relationship.
- Cannot save or change status: review required fields, read-only values, document status and the configured approval transition.
- Unexpected report or portal result: review company/date filters, source-document submission and the approved party or Employee link.