WI-014Rev C
Released
In force since 12 Mar 2026
Document control
One controlled copy, and everybody has it.
ForgeSpex numbers every policy, procedure, work instruction and form, sends each new revision down the approval route you set for its type, and swaps the released copy in a single step. The floor keeps working from the current revision while the next one is written.
Weld cell start-up
Work InstructionWI-014Rev D
In review
Not in force yet
Next review12 Mar 2027
- Always exactly oneThe floor works from Rev C right up to the second Rev D replaces it.
- One step, no gapApproval releases Rev D and makes Rev C obsolete in the same moment.
- Review date set at releaseThe next periodic review comes from the document or its type.
Lifecycle
- Draft
- In review
- Released
- Obsolete
The journey
From a draft to the copy on the bench.
A document is the numbered container. A revision is one version of its content, and it is the revision that has a state. The rules below are enforced by the application, not by a procedure that tells people to be careful.
- Draft
- In review
- Released
- Obsolete
- 01
Create
Pick the type and the controlling department. The number is composed from the type's scheme, and it stays with the document through every revision that follows.
- 02
Author
A draft is the only state you can edit. Attach the controlled copy, up to 25 MB, or link to a document that lives elsewhere. Reference material sits beside it.
- 03
Submit
A submit without a change note, or without a controlled copy, is refused. The revision then freezes, and the approval route for the type takes over.
- 04
Approve
Approvers sign in turn. One rejection ends the whole request, with a comment and a return to draft, and the next submit starts a fresh run.
- 05
Release
Approval releases the revision, dates it, computes the next review, and makes the old copy obsolete in the same step. There is never a moment with two, or none.
- 06
Review
When the review date arrives, confirm the document for another cycle, start a revision, or withdraw it. A withdrawal with nothing in flight archives the document.
01 / Periodic reviews
The review date comes to you.
Every type carries a review cycle, and the release stamps the next date from it. Authors see what falls due in the next 14 days on their dashboard, overdue first, so a procedure does not quietly go stale between audits.
- Confirm, revise or withdraw. Each one is a recorded decision, not an edit.
- A document can carry its own cycle, which overrides the default of its type.
- No cycle at all is a valid answer: the document then carries no review obligation.
Periodic reviews
Due in the next 14 days
- QP-004Calibration of measuring equipmentQuality ProcedureOverdue by 12 daysConfirmReviseWithdrawNext review, 24 months
- WI-022Torque sequence, frame AWork InstructionDue in 3 days
- FORM-018Goods-in inspection recordFormDue in 9 days
- POL-03Quality policyPolicyDue in 14 days
- Overdue firstThe queue sorts by how late the review is, so the worst one is never below the fold.
- Three ways to answerConfirm the document for another cycle, start a revision, or withdraw it. Each one is recorded.
- The date came from the releaseRelease stamped it from the document's cycle, or from the default of its type.
- View
- Dashboard queue
- Window
- Next 14 days
- Sorted
- Overdue first
- Seen by
- The authors
02 / Import
Bring the register you already have.
Import your register from CSV. Rows arrive released, so nothing you already control goes back through approval, and nobody is notified about documents they have had for years.
- A row with no file is flagged Missing file, and the register keeps a filter for them until the copies are attached.
- Type names the import does not recognize can be created as you go, and given their number format afterwards.
- Departments must exist first, so the import cannot invent your organization.
Import from CSV
124 rows · 3 new types
| Number | Title | Type | Status |
|---|---|---|---|
| QP-001 | Control of documented information | Procedure | Released |
| WI-014 | Weld cell start-up | Work Instruction | Released |
| WI-022 | Torque sequence, frame A | Work Instruction | Missing file |
| F-107 | First-article inspection record | Form | Released |
| POL-03 | Quality policy | Policy | Missing file |
The register
Everything the record carries.
One page holds the document, its revisions, its approvals and its history. Nothing about a controlled document lives in somebody's mailbox.
One revision in flight
A document can have one draft or one revision in review, never two. To start another change, release or cancel the one in progress.
History that stays readable
Every revision is kept, including the cancelled ones. An old revision opens with a banner that says it is not the current controlled copy.
Files or links
Upload PDF, Word, Excel or image files, which release together as one copy, or point at a document that lives on another system.
Approvals that find people
An approver gets an in-app notice and an email when a revision needs their signature, and the submitter hears back as soon as it is decided.
A register you can read
Filter by type and status, search, export to CSV, and open a row in a peek drawer without losing your place.
Documents as training material
Link a document to the skills it teaches, and it shows up as a training resource on those skills.
Document types
The type sets the number, the route and the cycle.
Start from the catalog and the eight standard types arrive with their number formats and review cycles. Edit them, add your own, or import a list of types from CSV. The type's code is what the approval engine routes on.
| Code | Type | Review cycle | Number format | Revisions |
|---|---|---|---|---|
| POL | Policy | 36 months | POL + 2 digits | A, B, C |
| QM | Quality Manual | 36 months | QM + 2 digits | A, B, C |
| QP | Quality Procedure | 24 months | QP + 3 digits | A, B, C |
| WI | Work Instruction | 12 months | WI + 3 digits | A, B, C |
| FORM | Form | 24 months | FORM + 3 digits | A, B, C |
| SPEC | Specification | 24 months | SPEC + 3 digits | A, B, C |
| CP | Control Plan | 12 months | CP + 3 digits | A, B, C |
| EXT | External Document | 12 months | EXT + 3 digits | 1, 2, 3 |
ISO 9001
Clause 7.5, without the binder.
Documented information has to be identified, approved, available and version controlled, and the obsolete copies have to be kept out of use. Each of those is a rule the application enforces.
| Clause | What it asks for | What ForgeSpex keeps |
|---|---|---|
| 7.5.2 | Identify, describe and approve documents as suitable, when they are created or updated. | The number, the title, the type and the department identify the document. Approval is the only route to release, and the change note says what moved. |
| 7.5.3 a | Make documents available where they are needed. | One released revision is the controlled copy, and the register is open to everybody who signs in. |
| 7.5.3 b | Control changes, and keep version control. | A released revision never changes. Each change is a new revision, with its own approval and its own place in the history. |
| 7.5.3 b | Keep obsolete documents from unintended use. | Release makes the old copy obsolete in the same step, and an old revision opens with a banner saying it is not the current copy. |
ForgeSpex keeps the records. It does not certify anybody, and an auditor still judges what you keep in it.
Questions
Document control, answered.
What quality managers ask before they move the binder.
- Can we keep our existing document numbers?
- Yes. Each type carries a number format, a prefix and a digit count, and the application composes the next number from it. You can also type a number of your own at create. Imported documents keep the numbers they arrive with.
- Who approves a revision?
- An approval policy decides, and it routes on the document type's code. One type can need the area manager and the quality manager in turn, another just one signature. You set the policies in Settings, and a type with no code takes the default.
- What happens to the old revision?
- It becomes obsolete the moment the new one releases, in the same step. It stays readable in the history, and it opens with a banner saying it is not the current controlled copy.
- Does ForgeSpex store the files?
- It can. Upload PDF, Word, Excel or image files, up to 25 MB each, and they release together as one controlled copy. If a document lives on another system, link to it instead and control the record here.
- What if a revision is rejected?
- The rejection needs a comment, and it ends the whole request rather than sending it back one step. The revision returns to draft, the author fixes it, and the next submit starts a fresh run from the first approver.
- Can a document be withdrawn?
- Yes. Withdrawing makes the released copy obsolete. If no successor is in flight, the document archives, and it stays in the register as obsolete for the audit trail.
Start with the documents you already control.
Import the register, set the approval route for each type, and the next revision follows it.