# Configuring APQR (QMS)

<a href="/en/gr/78610/">QualityOne Vaults</a> support management of the <a href="/en/gr/628771/">APQR (Annual Product Quality Review) process</a>, an annual evaluation of the quality standard of a product to determine the need for adjustments in product specifications, manufacturing, and control procedures. The final APQR report generated as the output of this process compiles data from multiple sources, along with the summarized results of the review and the recommendations from distinct subject matter experts.

APQR is part of the Periodic Reviews feature that provides shared functionality to let users perform different types of periodic reviews in Vault. See <a href="/en/gr/679530/">Periodic Reviews Overview</a> for more details.

## **Setup Preparation** {#setup-prep}

You can create a list of requirements for your organization's APQR process to refer to while configuring APQR functionality, including:

* Documents and data included in the final report
* Order of documents in the final report
* Document types for included documents
* Lifecycle states for creating and finalizing data and documents

## Configuration Overview {#overview}

Configuring your Vault to use APQR involves the following steps:

1. <a href="/en/gr/70761/#creating-teams">Configure _Teams_</a> for the _APQR_ and _APQR Item_ objects
2. [Activate APQR document types][1]
3. [Configure APQR document fields][2]
4. [Configure the _APQR Lifecycle_][3]
5. [Configure the _APQR_ object][4]
6. [Configure the _Periodic Review Template_ object][5]
7. [Add document, binder, and record actions to the appropriate object lifecycle states][6]
8. [Configure user permissions][7]

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      <p><strong>Note</strong>: Depending on your Vault’s creation date and which features are currently enabled and configured, some of the steps described in this article may be unavailable or already complete in your Vault.</p>
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## Activating Document Types {#doc-types}

To use the APQR functionality, you must <a href="/en/gr/618/#EnablingDocTypes">activate the following document types</a>:

* _APQR_
* _APQR Binder_
* _Final Report_

## Configuring Document Fields {#doc-fields}

Before configuring document generation actions, you must add an object field referencing the _APQR_ object to each document type to be included in the final report. When a user performs the document generation action, Vault populates this field with a link to the originating _APQR_ record.

To configure an _APQR_ object reference field on a document type, do the following:

1. Navigate to **Admin > Configuration > Document Setup > Document Fields**.
2. Select the **Document Type** under _Field Location_. This should be one (1) of the [_APQR_ document types][1].
3. Click **Add**.
4. Select **Existing Shared Field**.
5. Select either the **APQR** or **APQR Item** field.
6. Click **OK**.

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      <p><strong>Note</strong>: Conflicting field requiredness between the <em>APQR</em> object and document types can cause the binder and final report generation actions to fail due to incomplete data. Ensure that you reconcile document field requiredness on your target document types to fields on the <em>APQR</em> and <em>APQR Item</em> objects for the <em>Generate APQR Binder</em> action to complete successfully.</p>
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You can optionally add the _QMS Organization_ (`qms_organization__v`) field or the _Internal Facility_ (`internal_facility__v`) field to [APQR document types][1] as needed to map field values referencing the _Organization_ (`qms_organization__qdm`) or _Facility_ (`facility__v`) objects from the _APQR_ object onto supporting documents. Do not use the _Organization_ (`organization__v`) field to map field values referencing the _Organization_ object from the _APQR_ object.

## Configuring Document Lifecycle {#doc-lifecycle}

<a href="/en/gr/12339/">Add the _Generate Merged PDF Document_ action</a> to an appropriate state in the _APQR Lifecycle_ document lifecycle. This action generates the APQR final report and should be added to a state in which all documents and data for the APQR have been finalized.

## Configuring the APQR Object {#apqr-object}

Make the following changes to the _APQR_ object to support the APQR process:

* Add the _Generate APQR Binder_ <a href="/en/gr/43127/#assign-actions">user action</a>.
* Insert an _APQR Item_ related object section into the _APQR_ <a href="/en/gr/26387/#related-object">object layout</a>.
* Optionally add the _Organization_ (`qms_organization__v`) field or the _Internal Facility_ (`internal_facility__v`) field to the _APQR_ object layout if you wish to map field values onto supporting documents. This lets users track the performance of an _Organization_ or _Facility_ as part of an _APQR_ process. Do not use the _Owning Facility_ (`owning_facility__v`) field for field value mapping purposes.

## Configuring the Periodic Review Template Object for APQRs {#pr-object}

Make the following changes to the _Periodic Review Template_ object to support the APQR process:

* Add the _Create Record From Template_ <a href="/en/gr/43127/#assign-actions">user action</a>.
* Insert a _Periodic Review Template Item_ related object section into the _Periodic Review Template_ <a href="/en/gr/26387/#related-object">object layout</a> for the _APQR_ object type.
* Optionally add the _Organization_ (`qms_organization__v`) field or the _Internal Facility_ (`internal_facility__v`) field to the _Periodic Review Template_ object layout for the _APQR_ object type if you wish to map field values onto generated _APQRs_. This lets users select an _Organization_ or _Facility_ value when creating a _Periodic Review Template_ for use in an _APQR_ process. Do not use the _Facility_ (`owning_facility__v`) field for field value mapping purposes.

You can optionally <a href="/en/gr/15057/#how_to_add_object_fields">configure fields</a> as required to transfer data from the _Periodic Review Template_ object and into a new _APQR_ record when users create _APQRs_ using the _Create Record from Template_ action. If you do this, you must also add identical custom fields to the _APQR_ object.

## Configuring Object Lifecycles {#object-lifecycles}

The APQR process relies on several actions configured on the appropriate object lifecycle states.

### APQR Lifecycle {#apqr-lifecycle}

Add the _Generate APQR Binder_ <a href="/en/gr/59885/#user-actions">user action</a> to a state in the _APQR_ object lifecycle after you have created all _APQR Items_.

### APQR Item Lifecycle {#apqr-item-lifecycle}

Add the _Generate Document from Report_ action to the _APQR Item_ lifecycle in the appropriate states. Depending on the expected content of the resulting documents and availability of the sourced data, you can add the _Generate Document from Report_ action as a <a href="/en/gr/59885/#user-actions">user action</a> to the _Initial_ or _In Progress_ state, or in other combinations as required by your organization.

### Periodic Review Template Lifecycle {#pr-template-lifecycle}
Add the _Create Record From Template_ <a href="/en/gr/59885/#user-actions">user action</a> to the _Periodic Review Template Lifecycle_ in an appropriate state so that users can create APQRs from established templates.

## Limitations {#limitations}

The following limitations apply to APQR functionality:
* You can only configure the _Generate Merged PDF_ action on the _APQR Lifecycle_ document lifecycle, and can only run it from the _APQR Binder_.
* The document output of the _Generate Merged PDF_ action can only be of the _Final Report_ document type.

## Configuring User Permissions {#user-permissions}

You must ensure users have the appropriate read and create <a href="/en/gr/22824/">permissions</a> to access the appropriate objects and object fields in addition to the permissions outlined below:
* For the _Periodic Review Template_ object and its object types: _Create_, _Edit_, and _Delete_ permission.
* For the _Periodic Review Items_ object and its object types: _Create_, _Edit_, and _Delete_ permission.
* For the _APQR_ object and its object types: _Create_, _Edit_, and _Delete_ permission.
* For the _APQR Items_ object and its object types: _Create_, _Edit_, and _Delete_ permission.

### Configuring Document Type Permissions for APQR

You must ensure users have the appropriate document type permissions to use the APQR feature in addition to the [related permissions outlined][8]:

<table>
  <tr>
   <th><strong>Type</strong></th>
   <th><strong>Permission</strong></th>
   <th><strong>Controls</strong></th>
  </tr>
  <tr>
   <td>Document Types created by QualityOne Document Generation Actions (APQR)</td>
   <td>Create Document</td>
   <td>Ability to create documents for <em>APQR Items</em></td>
  </tr>
  <tr>
   <td>Document Type (APQR Binder)</td>
   <td>Create Binder</td>
   <td>Ability to create an <em>APQR Binder</em> with the <em>Generate APQR Binder</em> action</td>
  </tr>
  <tr>
   <td>Document Type (Final Report)</td>
   <td>Create Document</td>
   <td>Ability to create a <em>Final Report</em> document using the <em>Generate Merged PDF</em> action</td>
  </tr>
</table>

## Related Permissions {#related-permissions}

You can complete all the steps in this article with the standard _System Administrator_ or _Vault Owner_ security profile. If your Vault uses custom security profiles, your profile must grant the following <a href="/en/gr/22824/">permissions</a>:

<table>
  <tr>
    <th><strong>Type</strong></th>
    <th><strong>Permission</strong></th>
    <th><strong>Controls</strong></th>
  </tr>
  <tr>
    <td>Security Profile</td>
    <td>Admin: Configuration: Document Lifecycles: Edit</td>
    <td>Ability to modify document lifecycles.</td>
  </tr>
  <tr>
    <td>Security Profile</td>
    <td>Admin: Configuration: Document Types: Edit</td>
    <td>Ability to modify document types.</td>
  </tr>
  <tr>
    <td>Security Profile</td>
    <td>Admin: Configuration: Object Lifecycles: Edit</td>
    <td>Ability to modify object lifecycles.</td>
  </tr>
  <tr>
    <td>Security Profile</td>
    <td>Admin: Configuration: Objects: Edit</td>
    <td>Ability to modify Vault objects.</td>
  </tr>
</table>

[1]: #doc-types
[2]: #doc-fields
[3]: #doc-lifecycle
[4]: #apqr-object
[5]: #pr-object
[6]: #object-lifecycles
[7]: #user-permissions
[8]: #related-permissions