Overview
Tropic allows you to manage documents more effectively by associating them with multiple contracts, requests, and supplier profiles. This feature ensures a single source of truth, eliminates duplicate files, and provides clear visibility into where each document is connected within the platform.
Step By Step Demo
Note: For an enhanced viewing experience, click the expand icon in the top-right corner of the demo to enlarge the screen.
Click Start Demo or Play (top right corner) to begin the demo.
Tip: You can navigate back and forth between steps by positioning your mouse at the bottom of the demo screen. A progress bar will appear, allowing you to jump to different steps as needed.
Why Document Linking Matters
- Link a single document to multiple contracts, requests, or supplier profiles, ensuring streamlined access and eliminating duplicate uploads.
- Maintain data consistency with a single source of truth, reducing redundancy and keeping information up-to-date across all linked resources.
- Effortlessly manage document associations—link, verify, reposition, or disconnect documents as needed—all within a few clicks.
- Gain clear visibility into document connections, making it easier to track and audit where documents are being used.
How to Manage Document Connections
- Navigate to the Contracts page and select the contract you want to update.
- Click Edit and click Show Document
- Click on the document you want to manage.
- Click the ellipsis (…) and select Manage Connections
- To link an additional contract to a document, select Existing and open the contract dropdown. This allows you to search and select the relevant contract using keywords, making it easier to find the right one, whether it belongs to the same supplier or a different one.
- You can link documents to multiple contracts, ensuring consistency and eliminating redundant uploads. Select each relevant contract from the dropdown, and the document will be available under all associated contracts, making it easier to track and manage procurement records efficiently.
- To move a document to a different contract, first select the contract to which you want to transfer the document. Once selected, remove the link from the original contract by clicking the X next to its name, then save your changes. This ensures the document remains properly associated without duplication.
- To link a document to a newly created contract, select New instead of Existing. This allows you to generate a contract directly while automatically associating the document with it. The document will remain linked to any previously associated contracts unless manually removed. This is especially useful when initiating a new supplier relationship that requires an associated contract and documentation from the start, ensuring a seamless procurement process.
- If you need to verify the exact contract being linked, hover over the supplier name to display a tooltip with more details. Clicking the tooltip opens the contract in a new tab, allowing you to review before saving
📌 While managing connections from within a contract is the most common workflow, you can also access this feature from:
- The Contracts page --> Documents tab where all associated documents are listed.
- Supplier Profiles, where documents may be linked at the supplier level.
Best Practices
- Regularly review document connections to ensure accuracy.
- Remove outdated connections when documents are no longer relevant to specific contracts or suppliers.
- Use clear document names and consistent metadata to simplify tracking.
Additional Resources
For more guidance on document management in Tropic, visit our Help Center.