Connect conditions, ordered actions and answer mappings to reviewable submission outcomes.
Output rules turn submitted answers into follow-up work. A rule identifies when it applies and contains the ordered actions to run. Review a submission and each resulting action separately.
Product location: /qms/output-rules/{documentTemplateId} (fallback: /qms/output-rules). Select or create the rule for the intended form template.
Open the form template's Manage Actions or Output Rules entry. Check that the rule set belongs to the intended template. In QMS, the route uses the document-template identifier for that form.
Use a role allowed to manage the form's outputs. See the illustrated rule editor for creating, editing and maintaining rules.
Product location: /qms/output-rules/{documentTemplateId} (fallback: /qms/output-rules). Select or create the rule for the intended form template.
Choose Create Rule. Give it a name describing the business outcome, set its active state and choose its sort order. Lower order values run first; inactive rules are skipped.
Add conditions using the answer's field code, operator and comparison value. All conditions in the rule must match. A rule with no conditions applies to every submission of the template.
For a selection, use the stored option value. For example, match review_outcome to changes_required before creating corrective follow-up. Answers to hidden questions are excluded, so a previously typed hidden value must not make a rule match.
Product location: /qms/output-rules/{documentTemplateId} (fallback: /qms/output-rules). Select or create the rule for the intended form template.
Select an action according to the result required. Its configuration identifies the destination and the information to copy from the form.
Intended result | Configuration to review |
|---|---|
Create a record | Record template, naming template, folder and whether attachments and signatures are included. |
Create a CAPA | CAPA details and the submitted information supporting the action. |
Create a task | Task name and description, assignee, priority and due days. |
Link evidence | Target CAPA or standard requirement and the evidence to attach. |
Request approval | Approvers, decision rule, comment, signature and due-date requirements, and the holding and rejection behaviour. |
Create a risk | Methodology, initial status and mapped risk answers. |
Create a treatment plan | Target risk, treatment choice and plan details. |
Send a notification | Intended recipients and useful message content. |
Call a webhook | Webhook URL, HTTP method and retry count. The request carries the submission's answers. |
Use the reference for all ten action types for exact parameters, including action variants and examples. Keep a generated record and a linked piece of evidence distinct: the rule should create or connect the result your process actually needs.
Product location: /qms/output-rules/{documentTemplateId} (fallback: /qms/output-rules). Select or create the rule for the intended form template.
Use exact field codes in mappings and supported naming templates. Check whether a destination expects text, a number, an identifier or a list. Select real accessible records for fixed targets, and map a response field only when it provides that kind of value.
Check optional and conditional answers. Give the rule a condition that makes the action relevant and ensure it has its required inputs. Review any configured fallback according to that action's reference.
When changing a question's code, type or stored options, update the affected mappings and test them together. Rewording the visible label can preserve a stable field code.
Product location: /qms/output-rules/{documentTemplateId} (fallback: /qms/output-rules). Select or create the rule for the intended form template.
Arrange actions in the required sequence. Put Require Approval before the dependent actions in the same rule and keep Hold the later actions of this rule until the decision selected when they should wait.
Choose who decides: named users, holders of a QMS role, or a user taken from a form field, such as the manager a requester selects. Choose whether any one approver decides or all must approve, and whether a comment or an electronic signature is required. Each approver receives an inbox task for the submission.
The pause applies to the later actions in that rule for that submission. Earlier actions and other matching rules run normally. For When rejected, Cancel the waiting actions cancels them; Run the waiting actions anyway lets them run. The rejection is recorded on the submission either way.
Review the pending approval and the outputs after either decision. If two business outcomes must share one approval gate, put their dependent actions in that rule. See Require Approval for every setting and the approver's task.
Product location: /qms/output-rules/{documentTemplateId} (fallback: /qms/output-rules). Select or create the rule for the intended form template.
Use Link Evidence primarily to support a CAPA. It can also support a standard requirement where evidence is the appropriate response to the requirement, such as a record of an activity or decision.
Identify the target and the specific supporting evidence. Check that the linked material is relevant and accessible to its reviewers. A link provides supporting material; the responsible person still evaluates whether it demonstrates the intended result.
Product location: /qms/output-rules/{documentTemplateId} (fallback: /qms/output-rules). Select or create the rule for the intended form template.
Use a controlled example submission. Open the saved response and inspect the recorded outcome of every action, including actions waiting for an approval decision, actions cancelled after a rejection, and failures. A rule whose conditions do not match records no actions. Open each created record or linked destination and compare its values with the submitted answers.
A successful submission confirms that the response was saved. Follow-up actions have their own results. For a failed output, investigate the recorded action, configuration and destination before submitting the whole form again.
See submission review for the result list and action parameters for destination-specific checks.
Product location: /qms/output-rules/{documentTemplateId} (fallback: /qms/output-rules). Select or create the rule for the intended form template.
Reopen the saved rule and its actions to review names, order, active state, conditions and mappings. When adapting provisioned rules, follow your organisation's ownership process and record the intended behavior.
Test a matching response and a non-matching response, each approval outcome and a conditional question that is answered then hidden. Use different answer values to confirm the rule reaches the right target each time. Recheck the rule when its template, field codes or destination configuration changes.
