There are several methods of organizing ID numbers used in the Essential Audit module for the following records:
Field Audits
Findings
Recommendations
Observations
Good Practices
Careful consideration should be given to the numbering schemes. When utilizing a numerical (001) or an alphanumerical (Audit 001) system to identify records, include leading zeros, e.g., 001, 002, etc., to aid in viewing or printing the records in proper numerical order. If leading zeros are not used, the viewing and/or printing order of these records may not be in numerical order, e.g., 1, 10, 11, 12,..., 19, 2, 20, 21, etc.
The number of leading zeros needed is based on the maximum number of records that will be entered into the Audit module. For example, if 99 records or less are expected, only one leading zero will be needed, 01, 02, etc., through 99. If no more than 999 records are expected, only two leading zeros should be used, i.e., 001, 002, etc., through 999. Be sure to consider any future additions or expansions when setting up a number scheme. Any additional records may exceed the initial maximum quantity. It is always better to over-estimate on the side of safety.
For each entity, the Essential Audit module can automatically assign unique identifying numbers for field audit and F-R-O-G records. As a result, a unique prefix can be designated for each entity. The Audit Auto Numbering form is used to define a prefix and the number of digits after the prefix. When a new record is established, the prefix is applied and the previous number assigned is incremented by one to create and assign the new number. (Based on the number of digits defined, the initial number used by the system is 1, 01, 001, 0001, etc.) If auto-numbering is established for an entity associated with child entities, the same auto-numbering schema applies at the child entities—unless the child entity has set up auto-numbering. If an auto-numbering record exists at an entity, the auto-numbering defined in that record takes precedence over any parent/ancestor auto-numbering schema.
To set up field audit and
F-R-O-G auto numbering
Click Tools
> Auto Numbering > Audit Numbering in the Navigation
Tree.
The Audit Auto Numbering list
appears.
Click the New
button.
The Audit Auto Numbering form
appears.
Select an Entity from the list.
Use the guidelines below to define auto-numbering for each type of record.
Enter a Prefix for the numbering scheme, such as AUDIT or AUDIT- for field audit records.
Enter the number of Digits for the numbering scheme including leading zeroes, i.e., 2 for 01, 3 for 001.
Click Save.
