Skip to main content

Docs Check List

A Docs Check List is the set of supporting files a document must carry before it is complete. It answers a simple question for each document type: what must be attached here? For example, you can require that every purchase order has a signed supplier quote attached, or that every supplier record includes a cancelled cheque. With a check list in place, nothing goes out half-finished.

Availability

Docs Check Lists are set up in the Admin console by a Tenant Administrator or System Admin. The list you define applies to every person creating that document type in the business unit.

What is a Docs Check List?​

For each document type, you build a list of the supporting files that belong with it, and mark which ones are required. When someone creates that document, the required files must be attached — the document cannot be treated as complete without them.

A few examples of the kind of list you might set:

Document typeSupporting files you might require
Purchase OrderSigned supplier quote, approval note
InvoiceCustomer purchase order, proof of delivery
SupplierCancelled cheque, tax registration certificate, contract
Goods ReceiptDelivery photos, inspection note

You can also add your own custom entries — anything your business or your auditors expect to see filed alongside a document.

Docs Check List is not the Quality Checklist​

These two sound similar but do different jobs, and it helps to keep them straight:

  • Docs Check List (this page) is about paperwork — the files that must be attached to a document, such as a signed quote on a purchase order or a proof of delivery on an invoice.
  • A Quality Checklist is about inspecting goods — the checks an item must pass (measurements, condition, tests) before it is accepted.

One makes sure the right documents are filed; the other makes sure the goods themselves meet your standard. Set up the Docs Check List when you care about attachments, and the Quality Checklist when you care about the physical inspection.

Set up a check list for a document type​

  1. Open the Admin console and go to Settings → Documents → Docs Check List.
  2. Choose the area you want (for example, Purchase, Sales or Supplier) to see its document types.
  3. Click the edit icon on the document type you want to set up.
  4. Review the supporting files already listed, and mark the ones that should be required.
  5. To add your own entry, type its name in the empty field (for example, "Quality Certificate") and add another field if you need more.
  6. Save. The check list applies to documents created from that point on.

What happens when your team creates a document​

  • When someone creates or edits that document type, the attachment area shows exactly the files on your list.
  • If a required file is missing, the document cannot be completed — the person is told which attachment is still needed.
  • Files you list but do not mark as required act as helpful prompts: they remind people what usually belongs there, without blocking the save.

This is what stops incomplete paperwork from slipping through: the requirement is checked every time, for everyone, automatically.

Tips for a check list people can actually follow​

  • Only mark a file required if it truly must be present every single time — an overlong required list slows everyone down and invites workarounds.
  • Use a custom "Other" style entry for files that are useful but occasional.
  • Review your lists now and then and remove anything you no longer collect.
  • Purchase Order — where a purchase order's required files are attached
  • Invoicing — where an invoice's supporting files are attached
  • Quality Checklists — inspecting the goods themselves, not the paperwork
  • Auto Id — automatic reference numbers for each document type

Need help? Contact support at support@bizconnekt.com