Populating Processes (RCCA/NCR) from Forms or Audits - User Guide

Overview

Yes, it is absolutely possible to populate a process (such as an RCCA / NCR) from a form or audit, rather than having to retype all the information. This feature saves time and reduces errors by automatically transferring relevant data from audits or forms into your processes.

How It Works

When you create a Non-Conformance Report (NCR) from an audit, the system can automatically populate a form or process with information from the audit. This is done through NCR Templates that map audit data to specific fields in your forms or processes.

Step-by-Step Instructions

1. Setting Up NCR Templates

Before you can automatically populate processes from audits, you need to configure NCR Templates:

1. Navigate to Audits → Settings

2. Go to the NCR Templates section

3. Click Add Template or Edit an existing template

4. Select the type of template:

   • Form Template: For populating forms

   • Process Template: For populating processes (like RCCA)

   • Task Template: For creating tasks

2. Configuring Field Mapping

Once you've selected a form or process template, you need to map the NCR data to your form/process fields:

1. Click on Field Mapping or Configure Mapping

2. You'll see a dialog showing NCR fields on the left and your form/process fields on the right

3. Map the following NCR fields to your form/process fields:

   • NCR Title → Map to a text field in your form/process

   • NCR Description → Map to a text area or description field

   • NCR Due Date → Map to a date field

   • NCR Owner → Map to a user field

4. (Optional) Enable Lock Mapping if you want these fields to be locked (read-only) when the form/process is created

5. Click Save to save your mapping configuration

3. Creating an NCR from an Audit

When you're working on an audit and need to create an NCR:

1. Open the audit you're working on

2. Navigate to the requirement that has a non-conformance

3. Click on Create NCR or the NCR button for that requirement

4. Fill in the NCR details:

   • Title: Enter a descriptive title

   • Description: Provide details about the non-conformance

   • Type: Select whether this should create a Form, Process, or Task

   • Template: Select the form or process template you configured earlier

   • Assigned Users: Select who should be responsible

   • Due Date: Set when this should be completed

5. Click Create or Save

4. Automatic Population

When the NCR is created (either immediately or when the audit is finished), the system will:

• Automatically create a new form entry or process entry

• Populate the mapped fields with data from the NCR:

  • The NCR title will appear in the mapped title field

  • The NCR description will appear in the mapped description field

  • The due date will be set in the mapped date field

  • The assigned users will be set in the mapped user field

• If you enabled Lock Mapping, these fields will be locked and cannot be edited

• The form/process will be assigned to the users you specified

• A link will be created between the NCR and the form/process entry

Benefits

✅ Saves Time: No need to manually retype information from audits into processes
✅ Reduces Errors: Automatic data transfer eliminates transcription mistakes
✅ Maintains Traceability: Clear links between audits and resulting processes
✅ Consistent Data: Ensures all relevant audit information is captured in processes

Important Notes

• Template Configuration: You must set up NCR Templates before creating NCRs for automatic population to work

• Field Compatibility: Make sure the field types match (e.g., date fields map to date fields, user fields map to user fields)

• Timing: NCRs can be created immediately or when the audit is finished, depending on your workflow

• Editing: If you didn't lock the mapped fields, users can still edit them after the form/process is created

Troubleshooting

Q: The fields aren't being populated automatically

• Check that you've configured the NCR Template with field mappings

• Verify that the template is selected when creating the NCR

• Ensure the field types are compatible

Q: I want to change the mapping

• Go to Audits → Settings → NCR Templates

• Edit the template and reconfigure the field mapping

• Note: This only affects new NCRs, not existing ones

Q: Can I populate from forms to processes?

• Yes, the same mapping system works for creating processes from forms

• Configure the mapping in your form's automation settings or process templates

Additional Resources

For more information about:

• Creating and managing audits, see the Audit Management guide

• Setting up processes, see the Process Builder guide

• Configuring forms, see the Form Builder guide

This feature is designed to streamline your quality management workflow by eliminating redundant data entry and ensuring consistency across your audit and corrective action processes.