Gathering consistent and reportable data during events is critical to ensure that events are compliant and efficiently resolved. With Qualio’s new Forms step in Events, users can dictate specific information they’d like their users to complete and be able to trend that data.
Form steps allow for:
Reliability: Companies no longer need to worry about fields being altered (accidentally or on purpose) in Qualio during the event drafting process.
Usability: Users can easily fill out pre-set fields, such as Date fields, rich text fields, numeric fields, etc.
Access: Quality users can extract event details through the form export.
Quick Navigation
Creating a Form Step
When creating or editing an event template, you’ll now have the option to select “Form” as the step type.
After saving the template, click the form step title to open a slide panel and select Start building your form.
For a brand-new form step, you’ll be brought to a screen indicating that no fields have been created yet. If you’re updating an existing form, any fields that have been created will be displayed. Click Create new field or Choose Qualio Resource to create your first form field.
Types of Form Fields
You can choose from the following field types:
Create new field options
Choose from a variety of fields based on the date you’d like to collect. All fields can have associated help text to guide your users.
Field Type | Description and Examples |
Single line text | A single line of basic text. Examples: Names, Addresses, Department |
Rich text paragraph | Full editing capabilities. Examples: Complaint descriptions, Investigation summaries |
Date | Select a date from a calendar. Examples: Date of Occurence, Date Reported |
Numeric | Enter numeric-only values Examples: Serial or Lot Numbers |
Yes / No | Select Yes or No Example: Is the complaint reportable? |
Attachment | Attach one or more files to the form. Examples: Photos, supplier information, other supporting material |
Dropdown | Select one or more options from a pre-set list. This can be single-select or multi-select. Examples: Department affected, Types of contamination |
Section |  Create your own section title. Examples: Specific titles for sections to indicate different portions of the form and the description. |
Checkboxes | Select one or more options from a pre-set list. This option is always multi-select. If a single selection is always needed, a Radio button field should be used. Examples: Departments affected, Types of contamination |
Radio buttons | Select one or more options from a pre-set list. This can be single-select only. Examples: Which site did the issue occur at? |
Note: The unselected options in checkboxes and radio buttons sections are NOT visible when the form step isn't in Edit Mode.
Choose Qualio resource
You can now directly reference various Qualio resources within event steps. Below is a list of all available resources that can be referenced. All Qualio Resource fields can be single or multi-select (set at the template level).
Note: To learn more about adding or managing your resource types and items, see Resource Library.
Source Type | Description and Examples |
Documents | Add documents as elements instead of smartlinks. Example: If you just need to add related or referenced documents and don’t want to use a rich text field. |
Suppliers | Add suppliers as an element to an individual step. Example: Insert associated supplier so the user doesn’t need to navigate to the total event view to get a link to the related supplier. |
Events | Add events as elements to an individual step. Example: Use this field if you need to reference a separate event within a step but don’t necessarily need to add it to the “Related Events” field for the entire event. |
Users | List to your company’s users. Example: List project team members. |
Change Requests | Reference any associated Document Change Requests. Example: Reference any DCR related to a CAPA that requires documents to be updated as an action item. |
You can determine which field options must be completed and which are not by toggling the Required option for each field. You can also add any help text for the field. This could include instructions on what to include/how to complete, images/decision trees, smartlinks to associated procedures, or file uploads.
Completing the Form Step
When an event is created with a form step, the event’s step will initially show the option to Assign the form step, or to begin completing the form.
Assign step: The Event owner can designate ownership of the form itself to someone else
Complete form: The user who clicks this button will be assigned ownership of the form step.
If the step is assigned to another user, the selected user will receive an email indicating they’ve been assigned to the form, which will also be displayed on their Dashboard.
Email View: | Dashboard View: |
Filling out the form
From the email or Dashboard, the assignee clicks the form step to open the page and then selects Edit.
Complete all form fields. N/A as needed
Select Reviewers and Approvers
Click Save and Exit
To send for review, use the 3-dot menu (⋮) to select Send for Review. If no review is needed or has been completed, click Send for Approval.
Once approved, the form step will be complete. If any updates are needed later, the step can be reverted and then re-sent for approval.
Viewing Decline Comments for Reverted Drafts
When an event form section is reverted to draft, any decline comments can be accessed by checking the audit trail. Locate the superseded form section, then scroll to the bottom to find associated comments.
Exporting Form Data
To extract data from your form fields, you can export to XSLX from the main Events page. All form fields will be displayed in the right-most columns titled as [Step Name.Field Title].
You can use Excel’s tools to track and trend this data.
All forms fields are a now available in Analytics!
Learn about Form Analytics.