Why Controlling Document Actions by Screen Improves ERP Workflows
Not every user needs every button. Procurement teams managing purchase orders require the ability to upload vendor quotes and attach compliance certificates. Finance reviewers need read-only access to those same documents. Operations users may need to link existing files from a shared repository without creating new uploads.
When all document actions appear on every screen for every user, workflows slow down. Users face cluttered interfaces, and administrators struggle to enforce data governance. Document management system ERP platforms that allow screen-level configuration give teams exactly the controls they need—and nothing more.
Onfinity ERP supports this level of customization. Administrators can enable or disable specific document buttons on individual screens, independent of role-based permissions. This means the purchase order screen can display upload and attachment options, while the invoice approval screen shows only view access. Configuration happens centrally, but the impact is felt across departments.
What Document Management Buttons Are Available
Onfinity ERP includes five document-related actions that administrators can enable or disable per screen:
- Create Document: Generates new documents directly from a transaction record, such as converting a purchase order into a delivery note
- Upload Document: Attaches files from local storage to the current record, keeping supporting documentation tied to specific transactions
- View Document: Provides read-only access to files already attached, useful for approvers and auditors who need visibility without edit rights
- Attach Document From: Links existing documents stored in the system repository, avoiding duplicate uploads and maintaining a single source of truth
- Copy Attachment Code: Allows users to reference or duplicate document links across related records, such as linking the same compliance certificate to multiple purchase orders
Each button serves a distinct function. Enabling the right combination per screen reduces unnecessary clicks and prevents users from performing actions outside their workflow scope.
How to Enable Document Buttons in Onfinity ERP
Configuration requires super user access with system administrator role and organization-level permissions. The process applies to any screen where document actions are relevant.
Log into Onfinity ERP using a super user account. Open the Screen Configuration window from the menu. Use the search field to locate the target screen—such as Purchase Order—where you want to control document button visibility.
Once the screen record appears, navigate to the Action tab. This tab displays checkboxes for all available right action panel configuration options. Mark the checkboxes corresponding to the document buttons you want to activate: Create Document, Upload Document, View Document, Attach Document From, or Copy Attachment Code.
Save the changes. The configuration applies immediately. To verify, log in with a standard user account and open the target screen. Select any existing record and access the right action panel. The enabled buttons will appear as configured.
Repeat this process for other screens as needed. Each screen maintains its own button configuration, so the purchase order screen can have different document controls than the invoice or inventory screens.
Real-World Use Case: Purchase Order Document Management
Procurement teams frequently attach vendor quotes, shipping documents, tax certificates, and quality inspection reports to purchase orders. Centralizing these files within the ERP eliminates the need for separate document repositories or email chains.
By enabling the Upload and Attach Document From buttons on the purchase order screen, procurement users can add files directly from the transaction record. Finance teams reviewing those same purchase orders can use the View Document button to access supporting files without needing upload permissions.
This separation of access improves audit readiness. When auditors request documentation for a specific purchase order, all related files are already linked to the transaction. There is no need to search email threads or shared drives. The document trail is embedded in the ERP record itself.
Inventory teams may need to reference the same shipping documents across multiple inbound receipts. The Copy Attachment Code button lets them link the same file to related records without uploading duplicates, reducing storage overhead and maintaining consistency.
Who Should Manage These Settings
Screen-level DMS user permissions configuration falls under the responsibility of ERP administrators with system-level access. However, the decision about which buttons to enable should involve input from department heads who understand daily workflows.
Procurement managers know whether their teams need both upload and create document functions, or just upload. Finance controllers know whether AP clerks should attach documents or only view them. IT administrators implement the configuration, but department leads define the requirements.
Regular reviews ensure that button availability evolves with changing workflows. As new compliance requirements emerge or approval processes shift, administrators can adjust screen-level controls without touching role-based permissions or custom code.
Onfinity’s approach supports decentralized operations without sacrificing central governance. Each department gets the tools it needs, but administrators retain visibility and control over what actions are available on which screens.
How This Fits Into a Unified ERP Approach
Document management in Onfinity ERP is not a separate module or bolt-on feature. The same interface used to create purchase orders, post invoices, or manage inventory also handles file uploads, attachments, and document viewing. Users do not switch between systems or open external portals.
Screen-level customization means the platform adapts to organizational processes rather than forcing teams to conform to rigid workflows. Finance teams working in accounts payable see different document controls than procurement teams managing vendor onboarding, even though both groups work within the same ERP environment.
This level of configurability is typical of platforms designed for mid to large enterprises with diverse departmental needs. By consolidating document controls within the ERP, organizations reduce tool sprawl and improve cross-functional visibility. When procurement attaches a shipping document to a purchase order, warehouse and finance teams can access that same file without requesting copies or searching separate systems.
Watch how this works in Onfinity ERP:
See Screen-Level Document Controls in Action
If your teams toggle between multiple systems to attach documents to transactions, or if cluttered action panels slow down daily work, Onfinity ERP offers a more controlled approach. Schedule a demo to see how screen-level configuration works across procurement, finance, and operations workflows.
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