# Working with Incoming, In-Process & Outgoing Inspections (QMS) QualityOne Vaults provide you with the ability to create sample records and analyze samples against inspection plans. As a user processing inspections, you can create or select an appropriate _Inspection_ from the following types of _Inspections_: _Incoming_, _In-Process_, and _Outgoing_. Creating samples for a given _Inspection_ record calculates the chosen specified method to generate a defined number of samples, which includes the specified inspection plan for each sample. Before the evaluation process starts, you report any observational data and its pass or fail status in each of the sample test result records. The evaluation process begins when you run the _Analyze Inspection_ action on the inspection. Vault analyzes each sample for pass or fail status against the defined success method to indicate whether the _Inspection_ passes or fails the evaluation. You can review results within the _Inspection Sample Test Result_ records and manually adjust the results if needed. Depending on your Admin's setup, object, field, and section labels may appear differently than the labels mentioned in this article. ## Sample File Limits {#sample-file-limits} The following conventions for sample files and CoA files are supported: * PDF, JPEG, JPG, and PNG file types * Maximum file size of 10 MB * Maximum of 20 pages per file unless modified by your Admin * Only one (1) file upload per _Inspection_ record ## Overview {#overview} The general process of working with an _Inspection_ record involves the following steps: 1. [Creating an _Inspection_ record][1] 2. [Creating samples for an _Inspection_ record][2] 3. [Reporting _Inspection Sample Test Results_][3] 4. [Evaluating _Inspection_ samples][4] 5. Optional: [Syncing _Inspection_ field values to _Inspection Sample Test Results_][5] 6. Optional: [Deleting an _Inspection_ record][6] _Inspection Plans_ and the specification rules for measurement values are set up by your Admin. ## How to Create Incoming, In-Process & Outgoing Inspections {#create-inspection} To create an _Incoming_, _In-Process_, or _Outgoing_ type of _Inspection_: 1. Navigate to _Inspections_ and click **Create**. 2. Select **Incoming**, **In-Process**, or **Outgoing** as the inspection type and click **Continue**. 3. Select an **Inspection Plan**. 4. Enter the details required for the inspection: * For _Incoming Inspections_, enter the value of **Number of Units Received,** and select a **Purchase Order** and a **Purchase Order Line Item** if required. * For _In-Process_ and _Outgoing Inspections_, select a **Production Order** 5. Select a **Sample Method** and enter the **Sample Size** value. 6. Select a **Success Method** and enter the **Success Sample Size** value. 7. Click **Save**, or create another _Inspection_, click **Save + Create**. ## How to Create Samples {#create-samples} There are two (2) ways to create samples: generate samples and manually create samples. Generated samples contain _Inspection Sample Test Result_ records defined by the selected _Inspection Plan_ whereas manually created samples require you to manually create _Inspection Sample Test Result_ records. For _In-Process Inspections_, running the _Generate Samples_ action sets the _Exclude from Analysis_ field to "Yes" on any previously-generated and manually-created samples. The _Exclude from Analysis_ field denotes whether a sample should be included for inspection evaluation. To generate samples for an _Incoming_, _In-Process_, or _Outgoing_ type of _Inspection_: 1. Navigate to the appropriate _Incoming_, _In-Process_, or _Outgoing_ type of _Inspection_. 2. From the **All Actions** menu, select **Generate Samples**.
To manually create samples for an _Incoming_, _In-Process_, or _Outgoing_ type of _Inspection_: 1. Navigate to the appropriate _Incoming_, _In-Process_, or _Outgoing_ type of _Inspection_. 2. In the _Inspection Samples_ section, click **Create**. 3. Enter the details required for the sample. 4. Click **Save**, or create another _Inspection Sample_, click **Save + Create**. ## Reporting Inspection Sample Test Results {#report-test-results} Inspection samples created in the _Inspection_ record contain _Inspection Sample Test Result_ records which are defined from the _Inspection Plan_. To report observations on samples, you need to manually enter the observed values for each attribute and variable specification in for each _Inspection Sample Test Result_ record on every sample in the _Inspection_ record. Optionally, you can upload attachments to the sample. ## How to Evaluate Inspection Samples {#evaluate-inspection} To evaluate _Incoming_, _In-Process_ or _Outgoing Inspection_ samples: 1. Navigate to the appropriate _Incoming_, _In-Process_, or _Outgoing_ type of _Inspection_. 2. From the **All Actions** menu, select **Analyze Inspection**. 3. When notified, navigate to the analysis results. 4. Review the values for the **Pass/Fail** and **Pass/Fail Icon** fields. 5. Review the details in the _Inspection Sample Test Results_ section. 6. If needed, modify values in the **Test Result** column. Modifying test result values triggers Vault to validate the newly-entered data against the specifications. 7. If you made manual changes to the test results, re-run the **Analyze Inspection** action. When you run the _Analyze Inspection_ action, only samples with _Exclude from Analysis_ field values of "No" or blank are included in the inspection evaluation. For _In-Process Inspections_, the _[Generate Samples][2]_ action updates the status field value for each sample and modifies them whenever the action is run.
Alternatively, you can also evaluate each single _Inspection Sample_ of an _Incoming_, _In-Process_, or _Outgoing_ type of _Inspection_. To evaluate a single _Inspection Sample_: 1. Navigate to the appropriate _Inspection Sample_ record of an _Inspection_. 2. From the **All Actions** menu, select **Analyze Inspection Sample**. When notified, navigate to the analysis results and review the values.
## Syncing Inspection Field Values {#sync-records} When you modify specific fields in an _Incoming_, _In-Process_, or _Outgoing_ type of _Inspection_ record, upon saving, Vault asynchronously updates the related _Inspection Sample Test Result_ record with the new field values, ensuring that your related record has the most up-to-date information. If the asynchronous action fails, you'll receive a Vault notification informing you that the related records weren't synced successfully. In the event that you receive an error notification, use the _Sync Related Record_ action to manually update related records with the new modified values from the _Inspection_ type record. You'll only need to use this action should an error occur with the asynchronous action. To sync _Incoming_, _In-Process_, or _Outgoing_ type of _Inspection_ field values to its related record's fields manually: 1. Navigate to the appropriate _Inspection_. 2. From the **All Actions** menu, select **Sync Related Record**. If the sync failure persists and you continue to receive error notifications from the job and action, contact your Admin for assistance with the job reference ID provided in the error notification. ## How to Delete an Inspection {#delete-inspection} To delete an _Incoming_, _In-Process_, or _Outgoing_ type of _Inspection_: 1. Navigate to the appropriate _Inspection_. 2. From the **All Actions** menu, select **Delete Inspection**. [1]: #create-inspection [2]: #create-samples [3]: #report-test-results [4]: #evaluate-inspection [5]: #sync-records [6]: #delete-inspection