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
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
The general process of working with an Inspection record involves the following steps:
- Creating an Inspection record
- Creating samples for an Inspection record
- Reporting Inspection Sample Test Results
- Evaluating Inspection samples
- Optional: Syncing Inspection field values to Inspection Sample Test Results
- Optional: Deleting an Inspection record
Inspection Plans and the specification rules for measurement values are set up by your Admin.
How to Create Incoming, In-Process & Outgoing Inspections
To create an Incoming, In-Process, or Outgoing type of Inspection:
- Navigate to Inspections and click Create.
- Select Incoming, In-Process, or Outgoing as the inspection type and click Continue.
- Select an Inspection Plan.
- 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
- Select a Sample Method and enter the Sample Size value.
- Select a Success Method and enter the Success Sample Size value.
- Click Save, or create another Inspection, click Save + Create.
How to 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:
- Navigate to the appropriate Incoming, In-Process, or Outgoing type of Inspection.
- From the All Actions menu, select Generate Samples.
Note: If you don’t see the Generate Samples option on the All Actions menu, the action may be part of an entry action. If available, select Change State from the Workflow Actions menu to change the Inspection record’s state and trigger the entry action.
To manually create samples for an Incoming, In-Process, or Outgoing type of Inspection:
- Navigate to the appropriate Incoming, In-Process, or Outgoing type of Inspection.
- In the Inspection Samples section, click Create.
- Enter the details required for the sample.
- Click Save, or create another Inspection Sample, click Save + Create.
Reporting Inspection Sample 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
To evaluate Incoming, In-Process or Outgoing Inspection samples:
- Navigate to the appropriate Incoming, In-Process, or Outgoing type of Inspection.
- From the All Actions menu, select Analyze Inspection.
- When notified, navigate to the analysis results.
- Review the values for the Pass/Fail and Pass/Fail Icon fields.
- Review the details in the Inspection Sample Test Results section.
- If needed, modify values in the Test Result column. Modifying test result values triggers Vault to validate the newly-entered data against the specifications.
- 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 action updates the status field value for each sample and modifies them whenever the action is run.
Note: If you don’t see the Analyze Inspection option on the All Actions menu, the action may be part of an entry action. If available, select Change State from the Workflow Actions menu to change the Inspection record’s state and trigger the entry action.
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:
- Navigate to the appropriate Inspection Sample record of an Inspection.
- From the All Actions menu, select Analyze Inspection Sample.
When notified, navigate to the analysis results and review the values.
Note: If you don’t see the Analyze Inspection Sample option on the All Actions menu, the Exclude from Analysis field value may be set to “Yes” for the Inspection Sample. It is also possible the action may be part of an entry action; select Change State from the Workflow Actions menu to change the Inspection Sample record’s state and trigger the entry action.
Syncing Inspection Field Values
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:
- Navigate to the appropriate Inspection.
- 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
To delete an Incoming, In-Process, or Outgoing type of Inspection:
- Navigate to the appropriate Inspection.
- From the All Actions menu, select Delete Inspection.