PRING Help

Case links and the evidence bundle

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Give each stage app a LOOKUP to the upstream number, create a case summary app on the Document links tab, fill the stage table (8 stages by default) and save. Press Join this case on each app: its record detail screen gets a Document links button showing upstream and downstream documents, gaps and SHA-256 checks, with Evidence bundle PDF and Save to case summary.

Steps

  1. 1. Connect the stage apps with LOOKUP fields

    Give each downstream app a LOOKUP field that references the upstream number (quotes reference the plan number, orders reference the approval or contract number, and so on). If your apps already work this way, nothing changes. PRING follows these LOOKUP values to find upstream records. Attachment, date, amount, counterparty, status and approver fields on each stage are shown in the links screen and the evidence bundle.

  2. 2. Create the case summary app on the Document links tab

    Open the Document links tab in the settings screen and press Create case summary app, entering a name. If you already have one, choose Use another case summary app and enter its app ID. The summary app stores the case number, title, billed, paid and unpaid totals and any gaps.

  3. 3. Fill in the stage table

    For each of the 8 default stages (plan, quote, approval, contract, order, delivery, invoice, payment) choose the app and the fields for number, document (attachment), date, amount, counterparty, status and approver, plus the upstream field that links to the stage above. Choosing an app fills in candidates automatically (values you chose by hand are kept). Stages can be added, removed and reordered. For approver you can pick the fields used by Approval records so each stage's approver appears in the bundle.

  4. 4. Check the File Log app

    Make sure File Log app holds the ID of your audit log app (it is prefilled when this app has audit log settings). The links screen compares each attachment's SHA-256 with the rows of that app.

  5. 5. Press Join this case and save

    Join this case is available when the current app is one of the stages. Save validates the definition and writes it to the case summary app's form. Open the same tab in the other stage apps and press Join this case there too so their detail screens get the button.

  6. 6. Open Document links on a record and check

    The record detail screen of each stage app shows a Document links button. It lists the documents stage by stage (number, file name, version, approver, date, status, amount, check result) with the case number, title and billed, paid and unpaid totals on top. Evidence bundle PDF downloads a single PDF with a cover sheet; Save to case summary writes to the summary app.

Frequently asked questions

It says the upstream number is empty or that upstream number R-12 does not exist

The linking LOOKUP is empty, or no upstream record has that value (a gap). Check the upstream record's number and re-fetch the LOOKUP. Gaps are also written to the case summary and the bundle's cover sheet.

The check says mismatch, not logged or cannot check

Mismatch means a row with the same file name exists but none of its SHA-256 values match (the file was replaced or damaged outside the audit log). Not logged means the file was attached without going through PRING. Cannot check means the file could not be fetched (permissions, deleted) or no File Log app is set. Up to 200 MB of files are checked per case.

It says there are too many documents

A case traces up to 500 records. If many downstream documents exist (competing quotes, for example), revise the stage definition or split the case.

Where is the evidence bundle PDF stored?

Nowhere on PRING's servers. Keep the downloaded file on your side. Creating a bundle is recorded in the audit log (operation: evidence bundle). Documents that are not PDFs or images (xlsx, for example) are not included; the cover sheet lists their file name and SHA-256 only.

The button disappeared

The stage definition is stored as a form default in the case summary app. Removing that field from the summary app's form hides the button on every stage; save the Document links tab again to restore it.