How to Generate a Complaint Response Document
A Complaint Response Template Document, which has been associated with a Nonconformance, can be generated from a Complaint Record. Allowing you to generate a Complaint Response Letter quickly, containing the relevant details from the Complaint Record to send to a Customer.
Below are the steps that must be carried out in order to generate a Complaint Response Template Document. Expand each step below for further explanation.
To generate a Complaint Response Document within a Complaint Record, navigate to the Complaints module via 'Management>Complaints' and locate the Complaint Record within either the 'Complete' or 'Actions' tabs.
Image: Navigating to Complaints Module via 'Management>Complaints', Locate the Complaint Record in either the 'Complete' or Actions' Tab
Within the Complaint Record, click the 'Actions>Get Response' button and a Complaint Response Template Document will be automatically downloaded to your computer, with the merge fields completed, ready for printing or emailing to Customers.
Image: Generate Complaint Response Template Document using 'Actions>Get Response' Button
Remember: If you have not associated a Complaint Response Template Document with the Nonconformance in Master Data, the 'Get Response' button will not be displayed within the 'Actions' button dropdown in the Complaint Record. To access the article on associating a Complaint Response Template Document with a Nonconformance, see here.
Image: No 'Get Response' Button
When you have downloaded the Complaint Response Template Document to your computer, the merge fields will be filled with the details from the Complaint Record.
Note: To access the article on how to set up a Complaint Response Template Word Document with merge fields, see here.
Image: Complaint Response Template Document and Generated Response Document
