SOPs, work instructions, forms, and records need a number your team can cite, and they need a list you can open without searching the space page by page. Some examples of these lists may be a Supplier Evaluation List, a list with all your SOPs, a list of all Training Registries, etc.
What is a required document list
You are expected to keep more than one of these lists. A list of all your SOPs, a list of training records, and a supplier evaluation list are three you will recognize, and most teams keep others as well. In Confluence, each line on those lists is a page with a title. To tell one SOP from another, or a training record from a supplier evaluation, each document also needs a short ID your team can read.
Why is an audit asking for the list
During an audit, you may be asked to show the list of all your documents and the IDs you use to tell those documents apart. The auditor wants that list in front of them, with an ID beside each SOP, each training record, and each supplier evaluation. If you have to build it from page titles while the audit is underway, similar names get mixed up, and you lose time proving which document is which.
How to assign a unique document ID
What if I tell you, you can solve this by assigning each document a clear, easy-to-read, unique ID?
QC Documents for Confluence Cloud keeps that list as a document registry. A registry belongs to one space. You give it a title and a short description, you add the pages that belong in it, and each page gets a document ID. You can make one registry for SOPs, another for work instructions, and another for forms. You can type the IDs yourself, or let the app generate them from a prefix.
- Open the space that holds the records.
- Click the three dots next to the space name and select Space settings.
- In the left list, open Integrations, then click QC Documents.
- Open the Document Registries tab.
- Click Create, then give the registry a title and a short description.
- If every ID in this registry should start the same way, set a default prefix. You can leave the prefix blank.
- Choose manual IDs, or let QC Documents generate them.
- Select the pages from this space and click Add.
- For manual IDs, click the pencil under the Document ID column and type the ID for that page.
- For automatic IDs, click Publish. The app assigns a unique ID to each included page, starting from 001, and it uses your prefix when you set one.
That registry is the list you can open for the auditor. It shows the pages you added and the document ID for each one. Generated IDs start at 001 and include your prefix, so they stay short and easy to tell apart.
To put the list where the team already looks, add the QC - Page Listing macro on a Confluence page, such as the quality manual. By default, the macro lists all pages from the space, and you can limit it to one document registry, so the SOP table stays separate from the forms.
You can also assign the ID from the page itself. Open More actions, then Apps, then QC Documents - Page Overview, and go to the Settings tab. There you assign a document ID and a registry for that page.
Try it free!
Start your free trial today by installing the QC Documents for Confluence Cloud directly from the Atlassian Marketplace.
