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Qualio Resource Library
Qualio Resource Library

Connect Your Quality Ecosystem

Rim avatar
Written by Rim
Updated over a week ago

30-Day Validation Features: One or more of the features here are part of the November 2024 Launch Train and currently only available in your sandbox instance during the validation period. They will be released to all production instances on December 12, 2024, based on plan eligibility. Learn More

The Resource Library enables you to centralize key data from across your quality management system. Manage your external data, such as: Customers, Support Tickets, Equipment IDs, Products, Root Causes, and more!

Key Benefits:

  • Centralized Management: Manage all your important external data in one place.

  • Improved Traceability: Easily track relationships between different data points.

  • Enhanced Context: Gain a deeper understanding of your quality processes.

  • Streamlined Workflows: Reduce manual data entry and save time.

Jump Ahead

IMPORTANT: We strongly recommend testing these features and their capabilities in your sandbox instance before making any changes in your production instance.

Understand Your Resources

Resource Types

Resource types in the Resource Library act as folders to group related items. Qualio provides several pre-defined resource types, such as:

  • Customers

  • Suppliers

  • Products

  • Root Causes

Resource Items

Resource items are the individual data entries within each resource type. For example, in the "Customers" resource type, each customer record is a resource item. Each item has a unique ID, a name, and an optional description.

Build Your Resource Library

There are three ways to populate your Resource Library with data:

  1. Manually add resource items: Perfect for adding individual resource items one at a time.

  2. Import data with file uploads: Efficiently import larger sets of data using an Excel spreadsheet.

  3. Automate data with Qualio integrations: Seamlessly integrate with external systems to automatically sync and update your resource data.

Expand each of the following to learn more.

Add Resource Items Manually

To understand how the Resource Library works, start by adding items manually:

  1. Navigate to the Resource Library via the Settings menu in the left navigation bar.

  2. Select any of the pre-defined resource types. You'll see an "Add" button.

  3. When adding items, you must provide a name and a unique ID.

    1. Note: The ID serves as a unique identifier for Resource Library items. We highly suggest that the IDs used here are consistent with the IDs in your external data to avoid any potential overwriting.

  4. You can also add an optional description.

  5. Once added, view the details of an item by clicking on its name.

Import Data with File Uploads

Import multiple items simultaneously using an Excel file:

  1. Navigate to the Resource Library via the Settings menu.

  2. Select the desired resource type and click the "Import" button.

  3. Upload your Excel file.

    • Note: We currently support up to 5,000 rows per import. For files with more than 5,000 rows, you will need to upload them in batches.

      • The system recognizes any cells with formatting, such as borders, as rows. Therefore, please make sure to remove any formatting or borders from rows that exceed 5,000.

  4. (Optional) Use Filters to refine the imported data, especially for large or complex files.

  5. On the Mapping step, select which columns from your Excel file correspond to the Resource Library fields (ID, Name, Description).

  6. Complete the import workflow. The imported items will appear in the Resource Library.

Automate Data with Qualio Integrations

Connect Qualio with your existing tools to streamline data flow and automate updates made to your data the external tool.

Supported Integrations for Resource Library:

See Qualio Integrations to learn more about connecting these applications to Qualio.

  • Salesforce

  • Jira

  • Intercom

  • GitHub

  • Azure DevOps

  • Zephyr Scale

  • TestRail

Connecting Data to the Resource Library

  1. Set up the Integration: Connect Qualio with your chosen third-party app on the Integrations & Imports page.

  2. Connect Data: On the Integrations & Imports page, select the "Connect Data" option.

  3. Name the Workflow: Provide a clear and descriptive name for your workflow.

  4. Select the Source: Choose the connected 3rd party application from where the data will flow in.

  5. Select the Destination and Resource:

    • Destination: Select "Resource Library"

      1. You will also see other options called “Events” and “Design Controls”. Learn more about them here in Create Workflows with Integrations.

    • Resource: Select the specific resource in the library you want to populate with data.

  6. Apply Filters: Control which data is pulled into the library by selecting fields from the connected integration and setting filter criteria.

  7. Map Fields: Select the fields from your external system that correspond to the ID, Name, and (optionally) Description fields in the Resource Library.

    • Note: The ID serves as a unique identifier for Resource Library items. We highly suggest that the IDs used here are consistent with the IDs in your external data to avoid any potential overwriting.

  8. Verify Data: Preview a small sample of the incoming data to confirm the mappings and filters are working as expected.

    • Note: At the moment, Intercom and Github do not offer preview features. Instead, placeholder data will be shown.

  9. Create the Connection: Once you're satisfied with the configuration, create the Workflow. Workflows/Connections sync hourly, so data may not appear immediately.

Manage Your Resource Library

Manage resource types and items in your library. Expand each of the following to learn more.

Add Custom Resource Types

  1. Navigate to the Resource Library: Go to Settings > Resource Library.

  2. Click "Add Resource": This button is located at the top-right.

    • Note: If you cannot find this button, please contact your Customer Success Manager (CSM) to confirm your plan eligibility.

  3. Enter a Name: Provide a unique and descriptive name for your resource type.

  4. (Optional) Add a Description: Add a brief description to clarify the purpose of the resource type.

  5. Save the Resource Type: Click "Add" to create the new resource type.

Edit Resource Types & Items

Editing Resource Types

  1. Navigate to the Resource Library: Go to Settings > Resource Library.

  2. Select the Resource Type: Click on the 3-dot icon to the right of the resource type you want to edit.

    • Note: You cannot edit Qualio's pre-defined resource types

  3. Click "Edit".

  4. Update the Name or Description: Make the necessary changes.

  5. Save Changes: Click "Save" to update the resource type.

Editing Resource Items

  1. Navigate to the Resource Library: Go to Settings > Resource Library.

  2. Select the Resource Type: Click on the name of the resource type that contains the item you want to edit.

  3. Select the Resource Item: Click on the 3-dot icon to the right of the resource item you want to edit.

  4. Click "Edit"

  5. Update the Name or Description: Make the necessary changes.

    • Note: You cannot edit the unique ID of a resource item.

  6. Save Changes: Click "Save" to update the resource item.

Archive Resource Types & Items

Archiving Resource Types

  1. Navigate to the Resource Library: Go to Settings > Resource Library.

  2. Select the Resource Type: Click on the 3-dot icon to the right of the resource type you want to archive.

    • Note: You cannot archive Qualio's pre-defined resource types.

  3. Click "Archive"

    • Note: Archiving a resource type will also archive all items within that resource type.

  4. Confirm Archiving: A pop-up will appear to confirm the action. Click "Archive" again to proceed.

Archiving Resource Items

  1. Navigate to the Resource Library: Go to Settings > Resource Library.

  2. Select the Resource Type: Click on the name of the resource type that contains the item you want to archive.

  3. Select the Resource Item: Click on the 3-dot icon to the right of the resource item you want to archive.

  4. Click "Archive"

  5. Confirm Archiving: A pop-up will appear to confirm the action. Click "Archive" again to proceed.

Restore Resource Types & Items

You can easily restore archived resource types and items if you need to make them active again.

Restoring a Resource Type

  1. Navigate to the Resource Library: Go to Settings > Resource Library.

  2. Switch to Archived View: Toggle the filter to "Archived" to display archived resource types.

  3. Select the Resource Type: Locate the resource type you want to restore.

  4. Click "Restore": Click the three dots to the right of the resource type's name and select "Restore."

  5. Confirm Restoration: A pop-up will ask you to confirm the action. Click "Restore" again to proceed.

Restoring a Resource Item

  1. Navigate to the Resource Library: Go to Settings > Resource Library.

  2. Select the Resource Type: Click on the name of the resource type that contains the archived item.

  3. Switch to Archived View: Toggle the filter to "Archived."

  4. Select the Resource Item: Locate the resource item you want to restore.

  5. Click "Restore": Click the three dots to the right of the item's name and select "Restore."

  6. Confirm Restoration: A pop-up will ask you to confirm the action. Click "Restore" again to proceed.

Once restored, please refresh your page. The resource type or item will be active again and available for use in Smartlinks and event form fields.

Reference Resources in Qualio

Smartlinks

Use Smartlinks to connect resources across Qualio, creating a web of interconnected information. For example, you can easily see how a customer complaint (from an external system) is linked to a specific document, a CAPA report, and a change control request, all within Qualio.

Event Form Fields

Include Resource Library items as fields in your event forms. This allows you to:

  • Gather consistent and standardized data.

  • Run analytics on event form data to identify trends and insights into the performance of products, batches, equipment and beyond.

  • Maintain up-to-date information by syncing with external systems or updating the Resource Library directly.

  • Use Resource Library fields as an alternative to form-specific drop-downs for greater flexibility and maintainability.

For detailed instructions on how to include resource types from the library in your event forms, see our Event Templates article.

Frequently Asked Questions (FAQs)

Integrations

  • Will you consider adding Confluence to your integrations?

    • Confluence will not be included in this Launch Train, but we will consider it for future releases.

  • Will you be adding more integrations, such as Zendesk?

    • Yes, Zendesk is on our immediate list of additional integrations to add. It may not be included in this upcoming release, but we are actively working on it.

  • Any plans on the roadmap to integrate with MS Dynamics?

    • MS Dynamics will not be included in this Launch Train, but we will consider it for future releases.

  • Is NetSuite on your list for integration capabilities?

    • NetSuite will not be included in this Launch Train, but we will consider it for future releases.

Importing Data

  • If there's a typo in the uploaded spreadsheet and that info gets referenced in multiple places, can I edit that info easily?

    • Yes, updates can be made to imported items via the Resource Library. Any updates will immediately be reflected wherever the resource is Smartlinked or referenced in an event form.

  • Do I have to export data into an Excel sheet to import it?

    • For imports, we currently only support Excel files. However, you can also use direct integrations with systems like Salesforce, which support importing various data types like cases, accounts, and opportunities.

  • Are there specifics required to export data from an MRP system into Qualio?

    • Any export from a third-party system should be in Excel format to support importing into Qualio. However, the current import functionality does not support adding approved vendors directly into Qualio's Suppliers list.

  • Are SharePoint Lists accepted as a source for imports?

    • Currently, we only support Excel for imports, but we will consider adding support for SharePoint Lists in the future.

  • Does Qualio save the original file (e.g., Jira file) for traceability?

    • We do not keep the file long-term and only utilize it to import the selected data. The filename is stored for traceability purposes.

Events and Resources

  • How do you link events to resources?

    • When creating an event form template, you can add form fields that reference specific resources from across Qualio, including items from the Resource Library. Any completed form with these resource type form fields will display the related links when selected.

  • Will events still have Root Cause and Product in initiation?

    • Yes, all current Root Cause and Product behavior related to events will remain the same.

  • Can an event have multiple owners to triage?

    • Multiple users can view a completed event simultaneously, including viewing any resource relationships. However, an event form step can only have one active owner/author at a time.

  • Would this work with a SharePoint form? If a salesperson filled in a SharePoint form, could it automatically create an event (feedback or complaint)?

    • SharePoint forms are not currently supported as part of the automatic event creation functionality.

Other Topics

  • Is there an instruction guide for setting up integrations?

    • Yes, we are updating our Help Center documentation with instructions on how to set up these integrations.

  • Can we decide what data we want to track? You mentioned batch numbers.

    • Yes, you can add custom resource types in the Resource Library to track any data you need.

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