Configuring Material Verification Checklists (QMS)

QualityOne Vaults provide audit-specific checklist functionality to allow users to create their own material verification checklists. These checklists allow users to perform internal and supplier verification for foreign-supplied material to help control hazards using a checklist’s functionalities. Users can collect internal and supplier responses for all the hazards that need to be controlled for material compliance with industry requirements such as FSMA (Food Safety Modernization Act).

You must configure this functionality before users can start working with material verification checklists in their audits. For more information about configuring and designing general checklist functionality, see Configuring Checklists and Designing Checklists.

Material Verification Checklist Objects

QualityOne uses the following core objects and object types to support Material Verification Checklist:

  • Material (material__v): This object represents materials.
  • Hazard (hazard__v): This object represents hazards.
  • Material Verification (material_verification__v): This object represents materials that require hazard control verification.
  • Material-Hazards (material_hazards__v): This object represents the join between Material and Hazard.
  • Material Category-Hazards (material_category_hazards__v): This object represents the join of a Material Category picklist and Hazard.
  • MV Response-Hazard (mv_response_hazard__v): This object represents the join between MV Response and Hazard.
  • MV Response-Action Item (mv_response_action_item__v): This object represents the join between MV Response and Action Item.
  • Action Item (action_item__qdm): This object represents action items.

Configuration Overview

  1. Enable Checklists in your Vault
  2. Configure the Material Verification checklist workflow
  3. Configure your Material Verification checklist design
  4. Add Hazards when designing sections
  5. Configure the Start Checklist object action
  6. Configure user permissions for Material Verification

Enabling Checklists

You can configure your Vault to allow you to submit data in a checklist format. To enable this feature, navigate to Admin > Settings > General Settings and click Edit. In the Checklist section, select the Enable Checklists checkbox and click Save.

Once enabled, you can create a Checklist Type for the Material Verification object. See Configuring Checklists for more details.

Configuring the Material Verification Checklist Workflow

By default, the MV Accepted and MV Pending Acceptance object workflows are active and do not contain steps. If your organization plans to use workflows to initiate checklists, we recommend you use these because they have specialized system actions that are not available with other workflows:

  • Set Respondent, which sets the Respondent field.
  • Ensure Completeness, which verifies that all sections of the checklist are completed.

To configure the MV Accepted and MV Pending Acceptance object workflows, see Configuring Checklist Workflows for more details. Replace the Accepted workflow with the MV Accepted workflow and Pending Acceptance workflow with the MV Pending Acceptance workflow for the purposes of the Material Verification Checklist configuration.

Configuring the Material Verification Checklist Design

Once you have enabled Checklists and configured the workflow, you can configure and design your material verification checklist to allow users to submit data in a question and answer format. You can build checklist designs by creating records for the various Material Verification Checklist objects within your Checklist Design. For help designing your checklists, see Designing Checklists for more details.

To configure a Material Verification Checklist Design, see Configuring Checklists for more details. Complete the steps listed in the Configuration Overview and ensure that you also do the following at the appropriate step in the process flow:

Adding Hazards to Material Verification Checklists

When designing your checklist, you must ensure users are able to add Hazard records to their responses so that users can identify the hazards to control for a material in their checklist response.

To add hazards to a material verification checklist:

  • We recommend you add the following picklist values for Hazard Classification:
    • Biological Hazards
    • Chemical Hazards
    • Physical Hazards
    • Allergens
  • Ensure the Section Design labels for the configured material verification checklist designs match the picklist values listed for Hazard Classification. Your Section Design labels may vary depending on your configured custom Hazard Classification picklist values. This displays all applicable Hazard records matched to the section’s hazard classification for each response in the section. Respondents can also add additional applicable Hazards to the same section when available to choose for their checklist response. These additional Hazards are populated from the applicable Material-Hazard records or from the applicable Material Category-Hazard records when Material-Hazard is not specified.

Configuring Start Checklist Object Action

The Material Verification lifecycle contains the Start Checklist action. Start Checklist triggers Vault to instantiate a checklist for the Material Verification object and send the checklist to the respondent. Add this action as a record action on the Material Verification object. Do not select Available in All Lifecycle States and click Save.

You must configure this action as an entry action or a user action on a Material Verification lifecycle state needed to initiate the material verification checklist. Ensure that you configure the checklist using only the user action approach or only the entry action, but not both. See Configuring Checklists for more details. Replace the Start Checklist action with the Start Checklist action for the purposes of the Material Verification Checklist configuration.

If you configure the Start Checklist action as a user action, ensure you configure the MV Accepted workflow. If you configure the Start Checklist action as an entry action, ensure you configure the MV Pending Acceptance workflow. See Configuring the Material Verification Checklist Workflow for more details.

Limitations

The following limitations affect material verification checklists:

  • You cannot add Hazards to ad hoc questions in a checklist.
  • If a Hazard Classification is inactive, the related Hazards cannot be added to a question response.
  • Depending on configuration, you can add a maximum of 15 Hazards per question response with eight (8) Hazards as the default limit. For additional help on this configuration, contact your Customer Success Manager for more details.

Configuring User Permissions

You must ensure users have a security profile with the appropriate Read, View, Edit, and Create permissions to access the appropriate objects and object fields:

  • For the Audit object: Read permission
  • For the Material object: Read permission
  • For the Hazard object: Read permission
  • For the Material Verification object: Read permission.
  • For the MV Response-Hazard object: Create and Delete permission.

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 permissions:

Type Permission Controls
Security Profile Admin: Configuration: Object Lifecycles: Edit Ability to modify object lifecycles.
Security Profile Admin: Configuration: Objects: Create, Edit Ability to create and modify Vault objects.
Security Profile Admin: Security: Permission Sets: Read, Create, Edit, Delete Ability to make changes to permission sets for users.
Security Profile Admin: Settings: General Information: Edit Ability to modify settings in the Vault General Settings page.