How to Associate a Complaint Response Template Document with a Nonconformance
A Complaint Response Template Document uploaded to the Documents module, can be associated with a Nonconformance in Master Data. This means that when a Customer Complaint Record is created it is easy to retrieve the relevant Complaint Response Template Letter for the Nonconformance selected in said Complaint Record.
Below are the steps that must be carried out in order to associate a Complaint Response Template Document with a Nonconformance. Expand each step below for further explanation.
The first step is to ensure you have created a Complaint Response Template Document with merge fields using Microsoft Word. Which should then be uploaded to the Documents module.
Note: To access the article on how to set up a Word Document with merge fields, see here.
Image: Example Complaint Response Template Document with Merge Fields
The second step is to ensure you have uploaded the Complaint Response Template Document in the Documents module of your Safefood 360° site.
Note: To access the article on how to upload a Document to the Documents module, see here.
Image: Document Uploaded to Documents Module
Once the Complaint Response Template Document has been created with merge fields and uploaded to the Documents module, you can associate the relevant Complaint Response Template Document with an Existing Nonconformance in Master Data or create a New Nonconformance.
Navigate to 'Master Data>Categories' and locate the Nonconformance to which you wish to add the Complaint Response Template Document to. Once you have located the Nonconformance, click on the Nonconformance Name, in blue text, to access the 'Action>Edit' button.
Note: To access the article on how to add a new Nonconformance, see here.
Image: Navigating to Master Data Categories, Searching for and Clicking on Nonconformance
Image: Nonconformance 'Actions>Edit' Button
Once you have accessed the required Nonconformance in 'Master Data>Categories', click into the 'Response Document' dropdown to access the Documents from the Documents module. Here you will locate the Complaint Response Template Document which you have previously uploaded to the system. Click 'Select' to add this Document to the Nonconformance.
Image: Nonconformance Master Data Page
After selecting the Document, ensure you click the 'Save' button to save your changes. The system will ask you to give a reason for your change if you are editing the Nonconformance. However, If you are adding a new Nonconformance, clicking the 'Save' button will save the Nonconformance and no reason for change will be requested.
Once saved, the next time this Nonconformance is selected within a Complaint Record, the 'Get Response' button will be available.
Image: Saving the Nonconformance with Response Template Selected
Image: Saved Nonconformance
