How DocBoss Builds The Document Register

We believe there is a very easy and consistent way to create vendor document registers. While DocBoss automates this process for our customers, it is a straightforward method you can use independently.

We start by identifying various “levels” in the order information. The biology keeners may remember taxonomy “ranks” like Kingdom, Class, Order, Genus, Species. When looking at order information, we start with the following levels:

Unit

Tag

Model

Manufacturer

Order

Given a set of sample order data:

Line	Manufacturer	Model	Tag	Description
1	NewCo	XXX	101	Black Widget
2	NewCo	XXX	102	Black Widget
3	NewCo	XXY	101	Red Widget
4	NewCo	ZZZ	101	Container
5	Acme	AAA	101	Tool

We can easily identify how many unique references are associated with each level .

Level	References	Qty
Unit	[Line 1,2,3,4,5]	5
Tag	[101, 102]	2
Model	[XXX, YYY, ZZZ, AAA]	4
Manufacturer	[NewCo, Acme]	2
Order	[PO#1]	1

The next step is the most critical component of the process to create document registers.
Lets assume the following document codes have been requested for the order

Code	Name
A01	MRB
B01	Quality Manual
C01	Safety Manual
D01	Drawing
E01	Material Test Report
F01	Completed Instrument Data Sheet

Our realization is that each document can be associated to a specific rank. In most cases the below applies:

Code	Name	Level	Qty
A01	MRB	Order	1
B01	Quality Manual	Manufacturer	2
C01	Safety Manual	Manufacturer	2
D01	Drawing	Model	4
E01	Material Test Report	Unit	5
F01	Completed Instrument Data Sheet	Tag	2

This gives you all POSSIBLE documents required on the order. A total of 16 documents.

Note that another step is often required, to determine which of these 16 documents are required. We’ll address that in a different post.