For a Workflow or process all the documents must be in the same file cabinet.
For a Task Manager based process, you will use a status field to move the document through the different tasks.
So, the Purchase Request is stored along with any other documents clipped to the request. This document should be stored with a status of "New" or "Requested" for example. All "New" documents appear in the Purchasing Task List.
A Purchase order is raised, and the PO number recorded as an index field in the documents index data. This can easily be acheived by using Stamps. The Stamp when placed by Purchasing can record the PO number, the date of the purchase, and the next status for the document which is probably "Ordered" or something similar. The PO document should be clipped to the Request as well.
Now, the Receiving deaprtment has a list of all "Ordered" requests. When they receive the goods, they in turn will clip relevant documents to the PO Request and stamp the document "Received", with the Date and again the Status can be automatically set by the Stamp to send it on the Accounts for payment.
And so on....
Relevant fields for the cabinet should be:
Purchase Request #
Purchase Request Date
Goods Receipt #
Along with any other information neccessary.
Status's could included:
New (or Requested) - goes to Purchasing Dept.
Ordered - goes to Receving Dept.
Received in Part - stays with Receiving until complete.
Received in Total - goes to Accounts Payable
Paid - end of process.
When clipping documents to the Request during the process, they should be clipped to the back of the documents so when paging through in the viewer, the whole paper chain is in logical order. Also, note that each department can stamp the specific document they are dealing with. So Ordeering will stamp the Request, Receiving will stamp the PO, and Accounts will stamp either the PO or Goods receipt - whichever is most suitable.
Hopefully this gives you a starting point for your process design.
Senior Director Support Americas