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ControlPoint OS - Quick Step Guide

See below for some of the basic operational steps to get your team started with ControlPoint OS.

Record status

  • Draft

    Saved, still yours to edit

  • Submitted

    Waiting for an approver

  • In-Approval

    Some, not all, approvals are in

  • Approved

    Locked

  • Rejected

    Locked, and final

01

Create a record

Pick the form, fill the session, save, and submit. Status becomes Submitted.
  1. Home → Select Plant, pick the form in the QA Records dropdown, then click Create New. Create New stays greyed out until a form is picked.
  2. Fill in the fields. For repeating sections (pallets, CCP checks, and similar), click the + circle in the section header to add Session #1, #2, and so on. You can delete only sessions added in the current Draft.
  3. Auto-save: once you start typing, the record saves as a Draft after 15 seconds with no changes. The toast reads “Form auto-saved successfully.” Save does the same on demand. Drafts do not require every field.
  4. Photos and files: see Attachments. Save the Draft first, then attach.
  5. Click Submit. Missing required fields shows a red toast, “Form not valid.” Fill those fields and try again. Otherwise confirm in the dialog. Status becomes Submitted.

After Submit you cannot edit. Operators (role “user”) are locked out of Submitted records; a supervisor or QA must make changes. If something is wrong, tell your supervisor before they approve. Operators also cannot log out while they have a Draft from today.

02

Approve or reject a record

Any role except “user.”

Approve asks for your own username, password, and acknowledgement. The record then locks.
  1. Home → All (everything) or Today. Click the form name or status to open it.
  2. Review the data, attachments, and the Corrective Actions panel at the bottom. If that panel shows (0), the form has no corrective actions.
  3. Click Approve (green, bottom bar). Every corrective action must already be Approved. Enter your own username and password, tick “I acknowledge this approval,” and click Submit. You can only sign as yourself.
  4. Some forms need several approvers. Each person approves once. A repeat shows “You have already approved this form.” Status stays In-Approval until the last approval, then Approved, and the record locks.
  5. Reject (red) asks for a reason, then your password. It appears only once a form is In-Approval, and only for approvers who have not yet approved. Rejected is final — the record cannot be reopened.

If Approve is greyed out: the record is on Hold (release it first), a corrective action is not yet Approved, or you changed a field. After a change, click Save, enter the Reason for Update, then Approve.

03

Corrective action: create and approve

Raise one from the record with Type set to Plant, then approve it after the resolution is filled in.
  1. Create: open the saved record and click Corrective Action Form (top right). It is greyed out once the record is In-Approval, Approved, or Rejected, so raise corrective actions before approval. Operators can raise one only while the record is a Draft. Everyone else can create them until the form is Approved.
  2. Choose Type and Category (both required), then fill Problem Details. CA Date and QA Name fill in automatically. If Type is Plant, Product Details are switched off and not required. Click Submit. The page reloads and the corrective action shows under the record’s panel, status Submitted.
  3. Approve (non-user roles): open it from its status in the Corrective Actions panel, or from the CA column on Home. Complete Resolution Details. Resolution Date and Verified By fill in automatically. Click Approve, then password, “I acknowledge this approval,” and Submit. The toast reads “Approval successful!” An approved corrective action is read-only. Only Close remains.

The record cannot be approved until every corrective action on it is Approved. Its Approve button stays greyed out. Known issue in Production until the next release: approving a corrective action of Type Equipment fails. Use Plant instead.

04

Add attachments and capture photos

On a saved record, open Upload, choose a file, then Save Files.
  1. Open the saved record. It must be a Draft you saved, or Submitted for non-user roles. Click the camera icon (top right) or expand Upload / Capture Images at the bottom. On Home, the Attached Files column (Yes/No) jumps straight there.
  2. Take a photo: tab Capture → Open Camera → allow camera access → Capture Image. A preview appears and the photo is queued. Photos are 320 × 240. Each press of Capture queues one more picture.
  3. Upload a file: tab Upload → choose or drag and drop. Allowed: .doc, .docx, .gif, .jpg, .jpeg, .png, .pdf. Maximum 10 MB each. Several at once is fine.
  4. Click Save Files (green). Nothing is stored until you do. Saved items appear under Saved Images or Saved Files. Click a name to download.

Attachments lock once the record is In-Approval, Approved, or Rejected. The × on a photo preview only hides it — the picture is still saved with Save Files. If camera access was denied, a “Webcam Access Denied” box appears. Re-enable the camera for this site in the browser settings.

05

View the audit trail

Tick one row on Home, then the history icon. Each status change is listed.
  1. Home → tick the checkbox on one row. Only one row can be ticked at a time.
  2. Click the history icon (clock with an arrow, hover text “AuditTrail”) in the toolbar above the table. Nothing ticked shows a red toast: “Please select a row to view audit trail.”
  3. The dialog lists one row per change: Date & Time, Field Name, Old Value, New Value, Reason for Change, and Modified By (full name). Status moves show as “Status Change.” Hold and release show as “Hold Status.”

The record’s creation is logged. Edits while it is still a Draft are not. Changes after Submit, including each approval, are. The trail is not available from the list for Rejected records.

06

Print a record

Tick one row, then the printer icon. The preview includes attachments and who approved the record.
  1. Home → tick the checkbox on one row → click the printer icon in the toolbar. Printing starts from the list, not from inside the record.
  2. A preview opens: logo, form name, date, all sections, image attachments, and a Signatures & Approvals block (creator, date, each approver, and approval time).
  3. Click Print Portrait or Print Landscape (Letter). In the browser print window, choose a printer or Save as PDF. Use Chrome or Edge for the page footer: organization, plant address, and page numbers.
  4. When finished, the page reloads. Use Back to return to the list. Records on Hold also have a Print Hold Form button inside the record.

Drafts can be printed too. Check the status before filing a printout as the official record.

Roles

Who can do what

ActionOperator (role “user”)Supervisor, QA, and other non-user roles
Create a record, edit your own DraftYesYes
Edit after Submit, until ApprovedNoYes — Save asks for a Reason for Update
Approve or rejectNoYes, with password and acknowledgement
Raise a corrective actionDraft records onlyYes, until the record is In-Approval
Approve a corrective actionNoYes
Hold or release a recordNoYes, with a hold form and password
Home list showsOwn records, today onlyToday and All, for the whole plant
Audit trail and printYes, on listed recordsYes

Inspector accounts are read-only. Every create, edit, approve, and hold action is blocked on the server.

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Source: eRMS code snapshot, July 2026. Button wording may differ slightly by language and organization.

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