Field reference
NexCom Document
How to use NexCom Document in Controlled Documents: access, working steps, fields, related records and troubleshooting.
Purpose and access
Use ERP document records and the document service to locate authorized evidence. Verify the applicable revision and approval state before use. File replacement, audit history and controlled revision release are different operations.
This page is a record page in GRC & Quality → Controlled Documents. Use the link above to open the configured destination; permissions are checked by the destination service.
ERP links open in a new tab. Sign in with your own account; record visibility, actions and approval authority follow your assigned permissions. Screens can differ by company and configuration.
Before you start
Prepare the required information: Title, Document type, Classification, Document number, Revision, Approval state.
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 NexCom Document from GRC & Quality → Controlled Documents, 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.
- Add the required child rows. Review each row’s identifiers, linked records and values, using the child-table field reference below.
- 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 |
|---|---|---|
Titletitle | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Document typedocument_type | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Classificationclassification | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Document numberdocument_number | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Revisionrevision | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Archived document IDpaperless_document_id | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Companycompany | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Company |
Departmentdepartment | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Department |
Projectproject | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Project |
Linked record typerecord_type | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: DocType |
Linked recordrecord_name | Dynamic Link Optional | Select the record identified by the associated document-type field. Verify both the type and the linked record. |
Approval stateapproval_state | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Approved byapproved_by | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: User |
Approved onapproved_on | Datetime Optional · Read-only | Record the date and time in the configured system/user time zone. |
Effective dateeffective_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Expiry dateexpiry_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Review datereview_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Supersedessupersedes | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: NexCom Document |
Retention categoryretention_category | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Descriptiondescription | Small Text Optional | Provide concise contextual information relevant to the record. Avoid unrelated personal or confidential data. |
Authorized readersaccess_users | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: NexCom Document Access |
Authorized rolesaccess_roles | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: NexCom Document Role Access |
Child tables
Authorized readers — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Authorized useruser | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: User |
Authorized roles — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Authorized rolerole | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Role |
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.