Document requests
Assign missing contract documents internally and track them through upload
Document requests coordinate the creation and upload of a missing contract or other contract document within Artwork. A request keeps the requester, responsible person, project, deadline and all already known contract details together.
The four views
| Tab | Content |
|---|---|
| Assigned to me | Open or ongoing requests for which you are responsible |
| Created by me | Open or ongoing requests that you commissioned |
| Unassigned | Requests without a responsible person; visible according to permission |
| Completed requests | Finished requests from the items you created or were assigned |
The counters on the tabs show how many requests each view contains. Ongoing views include the project, status and deadline. For completed requests, the linked document is offered directly for download.
Creating a request
Select Create document request. You can assign an internal person immediately or create the request without an assignee for the time being. You may also select a project through search or from your recently used projects.
All further contract details are preparatory information. They include:
- contract partner or a linked CRM contact
- contract value, legal form and contract type
- artists' social security, foreign withholding tax and reverse-charge details
- deadline date
- comment or work instruction
- a freely worded contract status and additional status comment
The more information is already known, the fewer questions arise during the later upload. A request can nevertheless be created with only a few details and completed later.
When you select a CRM contact, Artwork uses its display name as the contract partner. Expandable details only show CRM properties available to you. If a project with a budget deadline is selected, that date can be suggested as the request deadline.
Assignment and notification
When assigned directly, the selected person receives an Artwork notification with a link to the document requests. Without an assignee, the item appears in the Unassigned tab and can later be assigned by an authorised person.
No external request
The person search selects an internal Artwork user account. The function does not currently send an upload link to an external contract partner. Use the CRM link to keep external contact information available on the request.
Editing a request and maintaining its status
Use Edit to change the responsible person, preparatory contract details and processing status. The project is assigned when the request is created and is shown in both the overview and details.
The fixed status stages mean:
| Status | Recommended use |
|---|---|
| Open | The request has been recorded, but work has not yet started |
| In progress | The responsible person is preparing the document or clarifying missing information |
| Completed | The document is available; uploading it through the request sets this status automatically |
The freely worded contract status in the metadata is separate. For example, it can represent a business state such as “draft reviewed”, while In progress describes the request workflow.
View details provides a summary including requester, assignee, project, CRM contact, deadline, tax details, comments and, after completion, the linked file.
Uploading the document and completing the request
The Upload document action is available under Assigned to me and Unassigned. It opens the regular contract upload and carries across details such as project, partner, contract type, legal form, amounts, deadline, comments and CRM contact. Review and complete this information, define access and select the final file.
After a successful upload:
- The file is stored as a contract.
- The contract and request are linked.
- The request automatically changes to Completed.
- The requester is notified if the request had been assigned to a person.
- The project's document area is updated if a project was assigned.
The file is then available in Completed requests, the contract overview and the associated project, subject to its access permissions.
Deleting requests
With the appropriate permission, created or unassigned requests can be deleted through the action menu. Artwork asks for confirmation first. Delete a request only when the assignment is no longer required. If it is still needed but work has not started, Open is the more suitable status.