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ISO Control Numbers

The ISO Control Number feature in OSPROV allows you to assign unique control numbers to forms for ISO compliance purposes. This feature helps organizations maintain proper documentation standards and improves form identification throughout the system.

Overview​

Key Features​

  • Add ISO control numbers to any form
  • Automatic capitalization of control numbers
  • Configurable display settings
  • Enhanced form identification in listings
  • Preserved control numbers across form versions

Prerequisites​

Before using ISO control numbers, an administrator must enable the feature:

  1. Navigate to Settings → System Settings
  2. Click on the Workflow tab
  3. Check the box for "Show Form ISO Control Number"
  4. Click Save to apply the changes

When enabled, ISO control numbers will be displayed in:

  • Submission show pages
  • Submission listings
  • Form listings (replacing system-generated numbers when available)

Adding ISO Control Numbers​

For New Forms​

  1. Navigate to Forms → Create New Form
  2. Fill in the basic form information (Name, Description, etc.)
  3. In the ISO Control No. field, enter your desired control number
    • Example: ISO-DOC-001, QMS-FORM-2024-001, PROC-001
  4. Complete the rest of the form setup
  5. Save the form

For Existing Forms​

  1. Navigate to Forms and locate the form you want to edit
  2. Click the Edit button for the form
  3. In the form details section, locate the ISO Control No. field
  4. Enter your desired control number
  5. Save the changes

Control Number Guidelines​

Format Recommendations​

While the system accepts any format, consider these best practices:

  • Department-based: HR-001, IT-002, FIN-003
  • Year-based: 2024-DOC-001, 2024-PROC-002
  • Category-based: QMS-FORM-001, SAFETY-PROC-001
  • ISO standard: ISO-9001-001, ISO-14001-002

Important Notes​

  • Control numbers are automatically converted to uppercase
  • Maximum length: 255 characters
  • Special characters and numbers are allowed
  • Control numbers should be unique for better identification

Viewing ISO Control Numbers​

In Form Listings​

When you navigate to the Forms section:

  • Forms with ISO control numbers will display the control number instead of the system-generated number (FRM-XXXXXX)
  • Forms without ISO control numbers will continue to show the system-generated number
  • The control number appears as a tag next to the form name

In Submissions​

When the feature is enabled:

Submission Show Page:

  • The ISO control number appears prominently below the form title
  • Format: "ISO Control No.: [CONTROL-NUMBER]"

Submission Listings:

  • ISO control numbers appear as additional information in submission entries
  • Helps identify which form template was used for each submission

Form Versioning​

When you create new versions of a form:

  • The ISO control number is automatically preserved across all versions
  • All versions of the same form will share the same ISO control number
  • This ensures consistency in documentation and tracking

Best Practices​

Numbering Schemes​

Sequential Numbering:

DOC-001, DOC-002, DOC-003...

Department-Year-Sequential:

HR-2024-001, HR-2024-002, IT-2024-001...

Category-Based:

POLICY-001, PROCEDURE-001, FORM-001...

Implementation Tips​

  1. Plan Your Scheme: Develop a consistent numbering system before starting
  2. Document Standards: Create guidelines for your organization
  3. Train Users: Ensure form creators understand the numbering system
  4. Regular Review: Periodically audit control numbers for consistency
  5. Backup Strategy: Keep records of your numbering scheme externally

Compliance Considerations​

  • Ensure your numbering scheme meets your organization's ISO requirements
  • Consider document control procedures when assigning numbers
  • Maintain records of control number assignments
  • Plan for document retirement and number reuse policies

Troubleshooting​

Common Issues​

ISO Control Number Not Displaying

  • Verify the "Show Form ISO Control Number" setting is enabled
  • Check that the form actually has an ISO control number assigned
  • Refresh the page or clear browser cache

Control Number Not Saving

  • Ensure you have proper permissions to edit forms
  • Check that the control number doesn't exceed 255 characters
  • Verify you clicked Save after entering the control number

Formatting Issues

  • Remember that control numbers are automatically capitalized
  • Special characters are allowed but may affect sorting
  • Avoid extremely long control numbers for better display

Getting Help​

If you encounter issues with the ISO Control Number feature:

  1. Check that you have the necessary permissions to create/edit forms
  2. Verify the feature is enabled in system settings
  3. Contact your system administrator for configuration issues
  4. Refer to the technical documentation for advanced troubleshooting
tip

The ISO Control Number feature enhances OSPROV's document management capabilities by providing better compliance with ISO documentation standards, improved form identification and tracking, and seamless integration with existing form management workflows.