Quality Alerts
This guide explains how to manage quality alerts in the Quality Control module. Think of quality alerts as your early warning system—when a quality check fails or an issue is detected, an alert is created to track the problem from discovery through investigation to resolution.
What is a Quality Alert?
A Quality Alert is a formal record of a quality issue that requires investigation and corrective action. It's your organization's way of documenting problems, analyzing root causes, and implementing solutions to prevent recurrence.
Why does this matter?
- Accountability: Track who investigates and resolves quality issues.
- Continuous Improvement: Learn from failures to prevent future problems.
- Compliance: Maintain audit trails for ISO 9001, FDA, and other quality standards.
- Customer Satisfaction: Systematically address issues before they reach customers.
Common triggers:
- ✅ Failed Quality Check: Automatically created when a quality inspection fails.
- 📋 Manual Creation: Quality team identifies an issue proactively.
- 📞 Customer Complaint: External feedback about product quality.
- 🏭 Manufacturing Defect: Production team discovers a problem.
Where to Find It
Navigate to: Quality Control → Quality Alerts
Quality alerts also appear in:
- Quality Checks: When a check fails, it links to the created alert.
- Dashboard: Recent open alerts for quick visibility.
- Product records: All alerts related to a specific product.
💡 Tip: Use the status filter to focus on New alerts that need immediate attention, or In Progress alerts you're currently investigating.
The Quality Alert Lifecycle
Quality alerts follow a structured workflow to ensure systematic problem resolution:
┌──────────┐ ┌──────────────┐ ┌────────────┐ ┌──────────┐ │ New │ ─▶ │ In Progress │ ─▶ │ Resolved │ ─▶ │ Closed │ └──────────┘ └──────────────┘ └────────────┘ └──────────┘ 🔔 🔍 ✅ ✓
1. New (🔔)
Status: A quality alert has just been created.
What it means:
- Issue has been identified but investigation hasn't started yet.
- Alert is waiting for assignment to a quality team member.
Next steps:
- Review the alert description
- Assign to the appropriate investigator
- Change status to In Progress
2. In Progress (🔍)
Status: Investigation is underway.
What it means:
- A team member is actively investigating the issue.
- Root cause analysis is being performed.
- Corrective and preventive actions are being planned.
Key activities:
- Document findings in the Root Cause field
- Plan Corrective Action (immediate fix)
- Plan Preventive Action (prevent recurrence)
- Gather evidence (photos, measurements, test results)
3. Resolved (✅)
Status: Actions have been taken to fix the issue.
What it means:
- Root cause has been identified
- Corrective and preventive actions have been implemented
- Solution is being monitored for effectiveness
Requirements:
- All CAPA fields must be documented
- Evidence of corrective action completion
- Verification that the issue is fixed
4. Closed (✓)
Status: Issue is fully resolved and verified.
What it means:
- Solution has been proven effective
- No further action needed
- Alert enters permanent record for audit purposes
[!IMPORTANT] Once an alert is closed, it becomes part of your quality history. You cannot delete closed alerts—this maintains audit trail integrity.
Key Concepts
CAPA (Corrective and Preventive Action)
CAPA is the heart of quality management—it's not just fixing problems, but preventing them from happening again.
Root Cause
The Root Cause is the fundamental reason why the problem occurred. Don't confuse symptoms with causes!
Example:
- ❌ Symptom: "Product damaged during shipping"
- ✅ Root Cause: "Insufficient padding in packaging process—packing team not trained on fragile item procedures"
Techniques for finding root cause:
- 5 Whys: Ask "why" five times to dig deeper
- Fishbone Diagram: Analyze man, machine, method, material, environment
- Data Analysis: Review quality trends, failure rates, timing patterns
Corrective Action
Corrective Action fixes the immediate problem.
Examples:
- Return defective batch to supplier
- Rework finished goods to meet specifications
- Quarantine affected inventory
- Adjust machine calibration
Preventive Action
Preventive Action prevents the problem from recurring.
Examples:
- Update supplier quality requirements
- Implement additional inspection checkpoints
- Train operators on proper procedures
- Modify equipment or process design
- Add verification steps to work instructions
[!TIP] Great preventive actions address the root cause, not just the symptom. Ask yourself: "If we implement this, could the same problem happen again?"
Defect Types
Defect Types categorize quality issues for trend analysis. Common categories include:
| Defect Type | Description | Examples |
|---|---|---|
| Dimensional | Size, weight, or measurement out of tolerance | Too long, too heavy, incorrect diameter |
| Visual | Appearance defects | Color mismatch, scratches, dents |
| Functional | Product doesn't work correctly | Won't power on, leaks, breaks under load |
| Packaging | Damage or error in packaging | Torn box, wrong label, missing items |
| Documentation | Paperwork or labeling errors | Incorrect lot number, missing certificate |
| Contamination | Foreign material or purity issues | Dirt, rust, chemical residue |
Categorizing defects helps you:
- Identify patterns (e.g., "80% of alerts are visual defects from Supplier A")
- Focus improvement efforts where they matter most
- Track effectiveness of preventive actions
Assignment
Alerts can be assigned to specific Quality Team Members for investigation.
Best practices:
- Assign based on expertise (e.g., chemical defects → lab technician)
- Set clear expectations for response time
- Track workload distribution to avoid bottlenecks
Unassigned alerts appear in a queue for the quality manager to triage.
Managing Quality Alerts
Let's walk through the complete alert management process.
Creating an Alert Manually
Sometimes you need to create an alert outside of the automated quality check workflow.
Step 1: Navigate to Alerts
Go to Quality Control → Quality Alerts → Create New
Step 2: Fill in Basic Information
| Field | What to Enter | Example |
|---|---|---|
| Product | The affected product | "Industrial Bolt - M12" |
| Defect Type | Category of issue | "Dimensional" |
| Description | Clear problem statement | "Customer reported 50 bolts measuring 13.2mm instead of 12mm ±0.1mm" |
| Lot/Serial | Specific batch (if tracked) | Lot #2024-01-A15 |
Step 3: Assign the Alert
- Select Assigned To: Choose the team member who will investigate
- If unsure, leave unassigned—your quality manager will triage it
Step 4: Save
Click Save. The alert is created with status New.
Investigating an Alert
Once assigned, the investigator changes the status to In Progress and begins work.
Step 1: Gather Information
- Review the quality check that triggered the alert (if applicable)
- Examine affected products or materials
- Interview operators or suppliers
- Review recent process changes
Step 2: Identify Root Cause
Use root cause analysis techniques to dig deep. Document findings in the Root Cause field.
Example:
"Thread diameter exceeds specification due to worn cutting tool. Tool was not replaced at scheduled maintenance interval because maintenance schedule was not followed during high-volume production week."
Step 3: Plan Corrective Action
What needs to be done right now to fix the immediate problem?
Example:
"1. Replace worn cutting tool immediately. 2. Inspect all bolts produced in last 3 days. 3. Quarantine out-of-spec inventory (estimated 500 units). 4. Notify affected customers of potential shipment delay."
Step 4: Plan Preventive Action
What changes prevent this from happening again?
Example:
"1. Implement automated tool change reminders in production system. 2. Add tool wear inspection to daily operator checklist. 3. Train production supervisors on importance of maintenance schedule adherence even during high-volume periods."
Step 5: Resolve the Alert
Click the Resolve Alert action button in the top right corner.
A modal window will appear requiring you to document your CAPA findings:
- Root Cause: What was the fundamental reason?
- Corrective Action: What immediate fix was applied?
- Preventive Action: What was done to prevent recurrence?
- Scrap Items?: Toggle this if the affecting items need to be moved to scrap immediately.
[!WARNING] You cannot resolve an alert without filling in all three CAPA fields. This ensures proper documentation for every quality incident.
Click Confirm to save. The status will automatically change to Resolved.
Closing an Alert
After the solution has been in place and proven effective (typically 1-4 weeks), the alert can be closed.
Criteria for closing:
- Corrective action completed and verified
- Preventive action implemented
- No recurrence of the issue observed
- CAPA documentation complete
Change status from Resolved to Closed.
[!NOTE] Some organizations require quality manager approval before closing alerts. Check your company's quality management procedures.
Integration with Other Modules
Quality alerts connect seamlessly with your operations:
Quality Checks
- When a quality check fails, the system automatically creates an alert
- The alert links back to the original quality check record
- You can view which quality parameters failed directly from the alert
Stock Management
- Alerts can be linked to specific Lot Numbers or Serial Numbers
- Helps you quarantine or recall affected inventory
- Tracks which stock movements are related to quality issues
Purchase Management
- Vendor-related quality alerts inform purchasing decisions
- Track supplier quality performance over time
- Support objective vendor evaluation
Common Scenarios
Scenario 1: Failed Incoming Inspection
The Situation: You receive 100 kg of flour from a vendor. During the incoming quality inspection, moisture content measures 15% (specification: ≤13%).
Workflow:
-
Quality Check Fails → System automatically creates a Quality Alert
- Status: New
- Defect Type: "Specification Deviation"
- Description: "Flour lot #F-2024-015 moisture content 15%, exceeds 13% limit"
- Linked to: QC-000234 (the quality check record)
-
Quality Manager Assigns Alert
- Assigned to: Sarah Chen (Purchasing Quality Lead)
- Status changed to: In Progress
-
Investigation
- Root Cause: "Supplier stored flour in non-climate-controlled warehouse during rainy season"
- Corrective Action: "Reject entire 100 kg batch. Request replacement from supplier at no cost"
- Preventive Action: "Add storage condition verification to supplier audit checklist. Require supplier to provide storage humidity logs with each shipment during rainy season (June-Sept)"
-
Resolution
- Supplier accepted return
- Replacement batch tested at 11% moisture (acceptable)
- Alert status: Resolved
-
Closure (2 weeks later)
- Next 3 shipments from same supplier all passed moisture tests
- Supplier now provides humidity logs with certificate of analysis
- Alert status: Closed
Scenario 2: Customer Complaint Investigation
The Situation: A customer calls to report that 10 units of an electronic device won't power on. The units were from a shipment sent 5 days ago.
Workflow:
-
Create Alert Manually
- Navigate to Quality Alerts → Create New
- Product: "Electronic Controller Model EC-500"
- Defect Type: "Functional"
- Description: "Customer ABC Corp reports 10/50 units non-functional (no power-on)"
- Lot: Traced to manufacturing lot #2024-W03
-
Investigation Assigned
- Assigned to: Production Quality Engineer
- Status: In Progress
-
Root Cause Analysis
- Units returned for analysis
- Found: Solder joint defect on power circuit board
- Root Cause: "Reflow oven temperature profile incorrectly set during production run on Jan 15. Caused cold solder joints on 20% of batch (est. 100 units affected)"
-
CAPA Documentation
-
Corrective Action:
- "Recall all 500 units from lot #2024-W03"
- "Inspect and rework affected units"
- "Replace customer's 10 units immediately with expedited shipping"
-
Preventive Action:
- "Implement oven temperature verification at start of each production shift"
- "Add solder joint inspection to in-process quality checks (currently only final QC)"
- "Retrain operators on oven setup procedures"
-
-
Resolved & Closed
- After implementation, no further solder defects in next 200 units produced
- Customer confirmed replacement units working perfectly
- Alert closed with lessons learned documented
Scenario 3: Manufacturing Defect Remediation
The Situation: Production operator notices inconsistent paint finish on assembled products during manufacturing.
Workflow:
-
Operator Creates Alert
- Product: "Metal Cabinet, Model C-1000"
- Defect Type: "Visual"
- Description: "Uneven paint coverage, visible streaks on 30% of units produced today"
- Status: New
-
Immediate Action
- Production supervisor halts production line
- Assigns alert to: Paint Process Specialist
- Status: In Progress
-
Investigation
- Root Cause: "Paint sprayer nozzle partially clogged. Last nozzle cleaning was 3 weeks ago (schedule: every 2 weeks)"
- Immediate Finding: Maintenance log shows cleaning was skipped due to technician illness
-
CAPA
-
Corrective Action:
- "Clean and replace sprayer nozzle"
- "Inspect and rework 45 units with visible defects"
- "Scrap 8 units with severe finish issues"
-
Preventive Action:
- "Add backup maintenance technician for critical equipment"
- "Implement automated maintenance scheduling with email reminders"
- "Cross-train production operators on basic sprayer nozzle inspection"
-
-
Verification & Closure
- Production resumed with perfect finish quality
- No defects observed for 2 weeks
- Alert status: Resolved → Closed
Best Practices
🎯 Timely Investigation
- Respond to New alerts within 24 hours: Even if just to assign and acknowledge
- Complete investigations within 1 week: For most issues (complex ones may take longer)
- Document as you go: Don't wait until the end to fill in CAPA fields
📋 Thorough Documentation
- Be specific in descriptions: "Thread diameter 13.2mm" not "Wrong size"
- Use measurable language: "15% moisture" not "Too wet"
- Include evidence: Reference photos, test reports, measurements
- Link related records: Quality checks, stock moves, customer complaints
🔁 Close the Loop
- Verify corrective actions work: Don't just implement and forget
- Monitor preventive actions: Are they actually preventing recurrence?
- Review trends monthly: Are the same types of defects recurring?
- Update procedures: Incorporate lessons learned into work instructions
👥 Team Collaboration
- Assign based on expertise: Not all alerts are created equal
- Balance workload: Don't overload one person
- Escalate when stuck: If investigation isn't progressing, involve management
- Share learnings: Review closed alerts in team meetings
📊 Use Data for Improvement
- Track defect types: What's your #1 quality issue?
- Analyze by supplier/product/process: Where should you focus improvement?
- Measure closure time: Are investigations taking too long?
- Monitor recurrence: Are preventive actions actually preventing?
Troubleshooting
Common Questions
Q: Why was an alert created automatically?
A: Alerts are auto-created when:
- A Quality Check fails (specifically if it is marked as Blocking)
- The quality control point is configured to trigger alerts on failure
To prevent auto-creation, adjust your quality control point settings, but note that failing a blocking check will always stop the workflow and likely generate an alert for accountability.
Q: Can I delete an alert?
A: Draft alerts can be deleted, but alerts with status New, In Progress, Resolved, or Closed cannot be deleted for audit compliance. If created in error, you can:
- Close it immediately with a note: "Created in error—no action needed"
- Keep it in your system as documentation
Q: What if I don't know the root cause yet?
A: That's fine! Keep the status as In Progress while you investigate. Document what you know so far, and update the Root Cause field when your investigation concludes. Don't rush to resolve—thorough investigation is more important than speed.
Q: How long should an alert stay in "Resolved" before closing?
A: It depends on your quality system requirements. Common practices:
- Low-risk issues: 1-2 weeks verification
- Medium-risk: 2-4 weeks
- High-risk/critical: 4-8 weeks or until next audit
The goal is to ensure preventive actions are actually working.
Q: Can I reopen a closed alert?
A: No. Once closed, an alert is locked for audit integrity. If the same issue recurs, create a new alert and reference the previous one in the description. This helps you track true recurrence vs. new problems.
Frequently Asked Questions
Q: Who can create quality alerts?
A: Any user with quality control permissions can create alerts manually. Alerts are also auto-created by failed quality checks regardless of who performed the check.
Q: How do I filter alerts by product or time period?
A: Use the filter options at the top of the Quality Alerts list:
- Status: New, In Progress, Resolved, Closed
- Assigned To: View your own alerts or unassigned items
- Date Range: Use the date picker to narrow by created date
Q: Can alerts be exported for reporting?
A: Yes! Use the Export button on the Quality Alerts list page to download data to Excel or CSV. This is useful for:
- Monthly quality reports
- Supplier scorecards
- Audit documentation
Q: What's the difference between Corrective and Preventive Action?
A: Simple rule of thumb:
- Corrective = Fix the problem now (immediate reaction)
- Preventive = Stop it from happening again (future prevention)
Both are important! Corrective action contains the damage; preventive action improves the system.
Related Documentation
- Quality Checks - How quality inspections trigger alerts
- Quality Control Points - Configuring automatic alert triggers
- Stock Picking - Quarantining inventory based on quality alerts
- Vendor Management - Using quality alerts in supplier evaluation
Glossary
- Quality Alert: A record of a quality issue requiring investigation and corrective action.
- CAPA: Corrective and Preventive Action—the systematic approach to fixing problems and preventing recurrence.
- Root Cause: The fundamental reason why a quality issue occurred.
- Corrective Action: Immediate steps taken to fix a quality problem.
- Preventive Action: Long-term changes to prevent quality problems from recurring.
- Defect Type: A category used to classify types of quality issues (e.g., dimensional, visual, functional).
- Assignment: Designating a specific team member to investigate and resolve an alert.
- Status: Current stage of the alert lifecycle (New, In Progress, Resolved, Closed).