Close

An Action can be configured for closure of the record. For example, some workflows may automatically close upon submission if, for example, a field value prompts for no further work to be needed in the record. Also, on exit of a particular Phase the record could be prompted to close as well based on an action within the phase for example to determine if the record can be closed by a user assigned decision.

See Configuring Close Actions

Delete

An Action can be configured to automatically delete record upon submission of the initial form, based on a particular user's decision, or even be made available for user to delete a record when it reaches a particular phase; however, in most quality systems this would not be allowed and it is not best practice to use delete as an action.

See Configuring Delete Actions

Generic

A Generic Action can be configured for any Tool and allows the administrator to expand upon existing action template using XML fragments to apply to a user defined Rule if needed. For example, Invoking a SmartSolve API to enter Regulatory Bodies automatically to a Complaint record based on the Finished Product selected by the end user in the complaint.

See Configuring Generic Actions

Transfer Data with Two Level Filtering

On submission (initiation, or creation) of the record, the administrator can expand upon an existing action template using XML fragments to apply to a user defined Rule if needed. For example, Invoking a SmartSolve API to enter Regulatory Bodies automatically to a Complaint record based on the Finished Product selected by the end user in the complaint.

See Configuring Transfer Data With Two Level Filtering Actions

Notification

If additional notifications need to be configured for any Tool, they can be setup by an administrator using the Notification Action. For example, notifying a specific party if a record is rejected versus approved, etc.

See Configuring Notification Actions

Numbering Scheme

On submission (initiation, or creation) of the record, a numbering scheme can be applied. One generic numbering scheme is provided by Pilgrim under the Admin > Setup > System Wide > Numbering Scheme table; however, if you wish to apply different numbering schemes to a single record type based on user input (for example CAPA Type, etc.) then the Numbering Scheme Action can be applied.

See Configuring Numbering Scheme Actions

Update

An Update Action can be configured to update a field value such as record type, status, phase, etc. based on a field entry made by the end user which could prompt for the update. For example, a user creates an Internal Nonconformance record but the user selects a particular product code which only applies to a Supplier, then the system may update the Nonconformance Type to Supplier automatically.

See Configuring Update Actions

Void

The Void Action closes a record and no longer ties it to metrics with active records. The void action is similar to the delete action; however, the record remains in the system for traceability purposes and to avoid skipped numbers in quality systems.

See Configuring Void Actions

Evaluate System Task

System Tasks are tasks that are not embedded in the workflow as a specific step and are called to action only based on certain decisions made throughout the actual workflow. System tasks are located under the Task Library section of the workflow (outside the actual flow diagram). For example, if it is determined by the user or field entry values that a complaint record should automatically be created off of a Case record, the Evaluate System Task Action can automatically call the Create Complaint task and create the Complaint.

See Configuring Evaluate System Task Actions

Initiate Workflow

The Initiate Workflow Action is used if the current workflow needs to call up another workflow to be invoked off of a record. For example, you may have created two separate workflows, one for Nonconformance Management, and one for CAPA Management. These are treated as separate records in the application. Let's say from the Nonconformance that you wish for a CAPA to automatically be created. The Initiate Workflow Action will help to invoke the CAPA workflow right from the Nonconformance workflow.

See Configuring Initiate Workflow Actions