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Document Number

This article explains the "Document Number" question type, which is only available in the "General Information" section of the audit template. This question type is used to enter a document number related to the audit, such as a contract number, invoice, or other identifier. The auditor provides text information in the corresponding field. The question can be configured as mandatory.

Document Number question type in an audit template | AuditBLOOM

Requirements. You will need:

One of the roles:

  • Administrator
  • Template Management

Workspace type:

  • Full workspace.

Step-by-Step Guide​

Adding a "Document Number" Question to the "General Information" Section​

  1. Go to the audit template editor:

    • Log in to the system and navigate to the "Audit Templates" section.
    • Select the required template or create a new one.

  2. Navigate to the "General Information" section:

    • The "General Information" section is located at the beginning of the audit template.
    • This section contains general audit information and special questions.

  3. Add a new question:

    • Click "Add Question" in the "General Information" section.
    • Select the "Document Number" question type from the list of available types.

  4. Configure the question parameters:

    • Question Name: Enter the question text.
    • Mandatory Question: Check the "Mandatory" box if you want to make this question mandatory.

  5. Save changes:

    • Once the question is configured, the template will be saved automatically.

  6. Publish the template:

    • To make the changes available during audits, do not forget to publish the updated template.

How the "Document Number" Question Works During an Audit​

  • The auditor sees the question in the "General Information" section at the beginning of the audit.
  • They enter the document number in the text field.
  • If the question is mandatory, the system will not allow the audit to be completed without filling in this field.

Notes and Tips​

Notes and Tips
  • Standardization: If your organization has a standard format for document numbers, specify this in the question name or additional instructions.
  • Mandatory Question: It is recommended to make this question mandatory to ensure the required information is collected for each audit.
  • Accuracy Check: While the system does not validate the entered number format, you can provide instructions to auditors on how to fill it out correctly.
  • Usage in Reports: The document number will be included in audit reports for easier tracking and identification.

Frequently Asked Questions (FAQ)​

Question: Can the "Document Number" question be used in other sections of the template?
Answer: No, the "Document Number" question type is only available in the "General Information" section. In other sections, you can use the "Text" question type.

Question: Can I enable format validation for the entered document number?
Answer: No, the system does not support format validation for this question type. The auditor can enter any text. If format validation is needed, it is recommended to include relevant instructions in the question text.

Question: Can the auditor leave this field blank if the question is not mandatory?
Answer: Yes, if the question is not marked as mandatory, the auditor can leave it unanswered.

Question: Can multiple "Document Number" questions be added to the "General Information" section?
Answer: No, you can only add one question of this type.

Question: Can the auditor edit the entered document number after completing the audit?
Answer: No, once the audit is completed, responses cannot be edited. The auditor can only edit their answers before completing the audit.

Question: Is the document number displayed in audit reports?
Answer: Yes, the entered document number will be displayed in audit reports, aiding in future analysis and tracking.