Carrying out the preparatory settings

Before you can use DocumentBuilder, you need to take care of a few prerequisites. The following sub-chapters explain how to assign the necessary rights for employees, how to define number ranges for document types, and how to work with DocumentBuilder versions..

1. Assigning rights for backend users

Users with roles that are not of the type Administrator can only see certain sections and menus in PlentyONE. This means they only have limited access to the system. If employees can work with the DocumentBuilder, they need at least the following rights:

  • Documents > DocumentBuilder > Read

  • Documents > DocumentBuilder > Update

  • Documents > DocumentBuilder > Create

  • Documents > DocumentBuilder > Delete

Tip: How to grant rights

Note that only users with roles of the type Administrator can grant rights.

Assigning rights:

  1. Open the menu Setup » Account management » Roles.
    → The roles overview opens.

  2. Click on New (add).
    → The role creation menu opens.

  3. Enter a name for the role.

  4. Switch to the advanced mode by toggling Advanced (toggle_on) slider.

  5. Assign the rights for the respective section by ticking the check boxes indicated above.
    Note: You can either grant rights for complete sections or limit the rights you grant the user. To only grant limited rights in a certain section, expand the section.

  6. Save (save) the settings.

The simple mode and advanced mode are connected. If you check menu visibilities in the simple mode the corresponding permissions in the advanced mode will be checked automatically. The connection only exists in this direction. If you check permissions in the advanced mode no menu or plugin visibilities will be checked automatically.

2. Setting number ranges for the document types

Use the number ranges in the Setup » Documents » Number ranges menu to create consecutive numbers for the different document types. These numbers allow you to clearly identify and track the documents generated by the system. For more information, see the manual page Defining number ranges.

3. Working with the DocumentBuilder versions

Occasionally, DocumentBuilder undergoes a change that has the potential to impact the layout and formatting of existing templates. In such cases, a new version of DocumentBuilder is brought out. New DocumentBuilder versions contain both the latest change and all the changes from previous versions.+

To select the version of DocumentBuilder you wish to use, open the menu Setup » Documents » Settings » Section: Versions. If necessary, you can first select the version on a test basis, to check for its effects on your templates.

Please note:

  • New versions are introduced only for changes that could affect existing templates, not for all changes to DocumentBuilder.

  • In new systems, the latest version is selected as standard.

3.1. Selecting a DocumentBuilder version

To select a new DocumentBuilder version, proceed as follows:

  1. Open the menu Setup » Documents » Settings » Section: Versions.
    → The two dropdown lists that appear contain the following options:

    1. Select the version for testing:

      1. Select the desired version only in the For document preview list.

      2. Open DocumentBuilder via the menu Setup » Documents » DocumentBuilder and check your existing templates using the preview function (visibility).

    2. Select the version to be used for generating documents:
      Select the desired version both in the For document preview list and in the For document generation list.

    3. Automatically select the latest version:
      Select the option Always use the latest version both in the For document preview list and in the For document generation list.

3.2. FAQs

How do I know that a new DocumentBuilder version has been brought out?

New DocumentBuilder versions are announced in the changelog category of the PlentyONE forum.

How do I subscribe to the changelog category?

What are the advantages of having different versions of DocumentBuilder?

PlentyONE is always being developed further. Version selection allows you to manage updates to DocumentBuilder while ensuring that your existing templates remain unchanged. This in turn enables us to implement updates without unintentionally impacting your templates.

What type of impact can a new DocumentBuilder version have?

A real-life example:

Some time ago, the font size unit in the settings was changed from px (pixels) to pt (points). These units measure the font size differently. The change therefore had the potential to minimally affect the typeface in existing templates, which in turn could affect the layout.

The change was therefore implemented within the scope of a new DocumentBuilder version. This enabled users to first implement the new version in the For document preview list and then check their existing documents for any effects. Once they were confident that the version worked for all templates, they could select it in the For document generation list as well.

4. Enabling zero-value invoices and credit notes

In your system, the function allowing the creation of zero-value invoices and credit notes is disabled by default. If you want to enable it for your system, proceed as follows:

  1. Open the menu Setup » Documents » Settings » Section: Zero-value invoices and credit notes.
    → The options Allow zero-value invoices and Allow zero-value credit notes appear

  2. Use the corresponding toggles to activate one or both of the options, depending on your requirements.