Collaborating Around Forms
In ERPNext, each form (or document) is not merely a repository of data—it's also a center for collaboration. Integrated features enable you to discuss, delegate, and exchange information with other users in your account, so you can make decisions more quickly, have greater transparency, and experience fewer information gaps.
These collaboration features are found either on the left sidebar or in specific sections of most DocTypes, and they integrate perfectly throughout the system.
Assigned To
If a document needs a particular action from a specific user, you can directly assign it to them with the Assigned To feature.
- If assigned, the user gets an email notification and has the task in their ToDo list.
- You can assign multiple assignees if two or more people must work on the same document.
- Assignments stay on the sidebar of the document, so it is easy to see who needs to take the next step.
Example: Sale Representative may have a new Lead assigned to pursue. The Procurement Manager can be allocated a Purchase Order to get its approval.
An assignment comment may also be written to explain or direct.
Comments
The Comments area can be ideal to record the information omitted in the main transaction forms.
- Comments are tracked in order of when they were created and can be seen by all users with rights to the document.
- Users will be alerted if someone tags them in a comment by using the @username syntax.
- You can use comments to monitor conversations, ask for clarification, or record key decisions.
Example: In a Sales Order, you can add a comment: "Please double-check delivery date with supplier before going ahead."
Share
The Share function enables you to share a document with another user, even though their role permissions would otherwise not permit it.
- You have the option to make the share read-only or grant write access.
- Shares are temporary—just delete the share once the task is completed.
- The shared user is notified within the app and is able to directly open the document.
Example: Sharing a Project document with a finance user who usually doesn't have permission, so they can modify the budget fields.
Tags
Tags allow you to organize and group documents into your own and customized labels.
- Tags can be searched in the Global Search by entering "#tagname".
- Filter lists and reports by tags for easy access to similar documents.
- Tags may be applied to several DocTypes, thus constituting a versatile classification tool.
Example: Adding tag to certain Tasks, such as "#urgent" so they may be tracked across projects.
Reviews
Reviews enable you to rate or give feedback on users engaged in a document.
- Users eligible for reviews include those allocated to the document and those who have commented on it.
- Review Points feed into the Energy Points System, which can be used to monitor performance or engagement at team level.
- Reviews can be positive (appreciation) or constructive (what can be improved), forming a lightweight peer-feedback loop.
Example: Following a successful Delivery Note, you might leave a positive review for the warehouse team member who processed it quickly.
With these collaboration tools, ERPNext makes each form an interactive workspace that assists your team in progressing work without having to leave multiple tools or lose context of conversations and responsibilities.