This case is a fictional scenario for training purposes. The company, people and figures are all made-up examples. Screen names and behaviour are as in eiso in November 2026.

The situation

Company P makes pressed and sheet metal parts and press dies. It has 58 employees (example) and operates ISO 9001 only. The quality manager followed the follow-along PPT (30 pages) in the operation guide step by step to create folders on the company computer. After following the picture in Step 7, the folders looked like this.

eiso Storage Folder
└ Quality_ISO 9001
  ├ 00_Documents
  ├ Context of the Organization › Forms · Records
  ├ Risk Assessment › Forms · Records
  └ Legal Requirements · Setting Objectives · Internal Audit · Management Review (same shape)

With only six step folders, the rest of the material had nowhere to go. Production logs from three press lines, requirements from two customers, calibration certificates and three years of records all piled up in "Context of the Organization › Records". So when the company used the Production and Service Provision step in eiso, material from other steps got mixed in, or the records of the line it needed were missing.

The quality manager wanted to know two things.

Does eiso read folders that are not in the picture? Can I add folders (line, customer, year) between folders?
How do I tell eiso in Requests how to use material split this way?

Both work. Below is how Company P reorganised its folders and wrote a prompt for Requests over two weeks.

1. How eiso reads the company folder

Choose the top folder once in the 「Company folder」 row of the Management System Operation page, and eiso scans every folder under it, reading only inside this browser. Nothing is uploaded. The picture in the follow-along PPT is only a starting example; there is no limit on the number of folders.

The fourth row is the one that matters. A file under a folder named after the step gets points from its path. Even if the file name, such as "Line1_Oct.xlsx", has no step keyword, it counts as material for that step when it sits in the "Production and Service Provision" folder. On the other hand, a file in a folder without a step name (for example "Misc") is not chosen by any step unless its own name has a step keyword.

2. Add step folders with the names on screen

The quality manager created a folder for all 23 steps that appear in the operation step list when ISO 9001 is chosen. Copying "Context of the Organization" and renaming it, as the follow-along PPT shows, also creates the "Forms" and "Records" folders inside. The folders have no numbers and use the step names shown on screen.

The files piled up in "Context of the Organization › Records" were moved into these folders. Calibration certificates went to Measuring Equipment Control, production logs to Production and Service Provision, customer requirements and order documents to Requirements for Products and Services, incoming and outgoing inspection reports to Release of Products and Services, and the die drawing list to Drawing Management.

3. Add folders between folders

Under "Records" in a step folder, the company added folders with names of its own choosing. Because the step folder sits above them, the lower folder names do not need step keywords.

Quality_ISO 9001
└ Production and Service Provision
  ├ Forms
  └ Records
    ├ 2025
    │ ├ Line1_800t
    │ ├ Line2_400t
    │ └ Line3_Progressive
    └ 2026
      ├ Line1_800t
      ├ Line2_400t
      └ Line3_Progressive
          ├ CustA_Bracket
          └ CustB_Housing

With year folders, eiso used only the 2026 folder without being told. A condition is needed only to compare with the previous year. The company used four rules when splitting folders.

• Keep the step folder on top. Moving line or customer folders above the step folder loses the path score.
• Write the year as a number, such as 2025 or 2026, in folder or file names.
• Name lines, customers and products with the same single word you will type in the condition (for example Line3, CustA).
• Each step uses at most 16 files. Combining a month of logs into one monthly file instead of 30 daily files lets more periods in.

4. Narrow the files with the Condition under Inputs

The 「Condition」 field in the ① Inputs group under the operation step decides which files are chosen. Company P used it like this.

The condition field looks for each word separated by spaces and ignores one-character words. So the company typed "Line3", the same as the folder name, not "Line 3" (where "Line" matches every line and "3" is ignored). At first the company did not know that typing a word without a year turns off the latest-year rule, so it typed only "Line3" and 2025 records got mixed in. After that it always typed the year too. Changing the condition collects the material again without choosing the company folder again. The files added and their scores were checked by opening 「Files added (by relevance)」. When a wanted file was missing, the company fixed the folder location or name first.

5. Write a prompt for Requests

The condition decides what to read; Requests decides what to make from it and how. In the Production and Service Provision step, the quality manager wrote one comment per line in the 「Write a prompt」 box on the left.

Split the Line3 records into customer A and customer B
Compare 2025 and 2026 defect rates by line
Find the days with no first-piece inspection record after a die change
Put items that need a control plan revision in a separate table

On 「Write prompt」, eiso looked at the standard, step and condition chosen above and arranged the comments into purpose, scope, must-include content, document structure and format, things to avoid, and things to confirm. The first draft did not explain what the lines were, so the company used 「Add comments and rewrite」 to add "Line1 single-stroke 800 t, Line2 single-stroke 400 t, Line3 progressive die". It approved the second draft and pressed 「Put this text into Requests」. A prompt that has not been approved does not go into Requests.

The start of the approved request read as follows.

Purpose: check the control status of each line using the 2026 Production and Service Provision records.
Scope: Line1, Line2 and Line3 in Records › 2025 and 2026; split Line3 into customer A bracket and customer B housing.
Must include: two-year defect rate comparison by line, days missing first-piece inspection after a die change, candidate control plan revisions.
Structure and format: one table per line, revision candidates in a separate table.
To confirm: do not invent dates or figures that are not in the records; mark them as to be confirmed.

Even with Requests left blank, eiso proceeds according to the ISO 9001 requirements. Requests is where you tell the AI why the folders are split, so the finer the folders, the bigger the effect.

6. Results and storage

Under ④ Output the company chose Excel. The chosen format carries over to other steps. Pressing 「Download and Save to My Folder」 under the result saves it in eiso Storage Folder › Operate Management System › Production and Service Provision › Output. eiso creates the Output folder, so the company did not create it in advance. The step folders the company made (under Quality_ISO 9001) hold originals and records, and the folders eiso makes hold results, so the two do not mix.

In the same way, Measuring Equipment Control was split into "Records › Lab · Shopfloor" and Internal Audit into "Records › 2026 H1 · H2".

7. Other standards work the same way

Company P operates only ISO 9001, but the same method applies to other standards as it is. Put the standard folders side by side, create step folders inside with the names on screen, and split under "Records" as needed.

Put a field word or the standard number in each standard folder name (quality, 9001; environment, 14001; safety, 45001; energy, 50001 and so on). Even if the whole eiso Storage Folder is chosen as the company folder, paths that name only other standards lose 3 relevance points, so environmental records do not slip into ISO 9001 steps. An integrated folder has both standards in its name, so it is read for both when they are operated together. The condition and the Requests prompt are used the same way for each standard.

Check your own company

• Does each operation step have a folder with the same name as on screen?
• Are line, customer and year folders under the step folder?
• Is the year written as a number in folder or file names?
• Are the files for one step combined so they do not exceed 16?
• Do the condition words match folder names, written as single words?
• Does Requests say why the folders are split (compare, separate, find gaps)?
• Do other standards' folder names contain a field word or the standard number?

Costs

• 「Write with AI」 in the management system operation steps shows the amount when pressed and is charged once you agree. An operation licence is needed for each standard. See eiso Pricing for amounts. Creating folders happens on your own computer and costs nothing; writing a prompt is available when logged in, with no separate payment (there is a daily limit).

See also

• Management System Operation guide
• Download the follow-along PPT (30 pages)
• Risk Assessment
• Q&A