Build practical workflows that collect information, route work, retain controlled records and demonstrate results.
Product location: /qms/processes
Start with a business outcome, such as an approved supplier review, a completed equipment inspection or a controlled change. Then decide what needs to be collected, who acts on it, what evidence demonstrates completion and how exceptions are handled.
Forms, Processes, Controls and the Document Vault serve connected purposes. A form captures structured answers. A process directs the work and records its execution. A control defines an operating measure and how its effectiveness is assessed. Vault workflows manage the documents and their review, approval or signature.
You can build these through the UI, ask AI to help define them, or alternate between the two. Keep the saved configuration and review decisions visible in their respective product pages.
Product location: /qms/processes
Use this map when deciding which part of ComplyTrain should own each responsibility.
Need | Configure and inspect |
|---|---|
Consistent questions and calculations | A form template, its fields, validation and conditional questions. |
Automatic follow-up from answers | Form output rules, their conditions, mappings and action results. |
Ordered work with people and decisions | A process definition, lane bindings, completion settings and an approved revision. |
Repeated execution | A process-run schedule or the relevant recurring-work configuration. |
A controlled document outcome | The Vault document type and its review, approval or signing workflow. |
An operating measure applied to targets | A control and its implementations, schedule and test procedure. |
Evidence of performance or a deficiency | The actual test, supporting material, sign-off and follow-up record. |
Risk and treatment decisions | The RMS risk, its assessment, linked controls and treatment plan. |
Supplier or partner context | A stakeholder record and its questionnaire or assessment. |
Choose the real record at each connection. Similar names across modules do not establish a link.
Product location: /stakeholder-management/entities/{entityId} (fallback: /stakeholder-management/entities). Open Risk Assessment or the supporting-context panel.
Keep the supplier's identity and relationship in Stakeholders. Use the relevant questionnaire or a supplier-review form to collect observations, performance figures and a recommendation. A process can guide collection, review and follow-up through the responsible lanes.
In the form, use controlled recommendation values and require an explanation when action is needed. Configure an output rule that creates the appropriate CAPA or task for a significant finding. If the finding identifies a risk requiring assessment, configure the relevant risk action and methodology.
Bind process steps to the supported questionnaire, form or task so their completion can contribute to the run. Where the final review must be a controlled document, use the appropriate Vault review or approval workflow and inspect its completed result.
Define a control for the review obligation, set its applicable stakeholders and implementations, and test whether the reviews actually occurred with adequate evidence. Use stakeholder assessment, form outputs and control testing for those operations.
Product location: /qms/processes
Use a form to identify equipment, record measurements and collect repeated sample entries. Explain the measurement units and configure numeric bounds. Calculate useful summaries from the samples and ask for an explanation when the result requires review.
Use the approved process to assign the inspection and the subsequent decision. Add evidence, note or signature gates where the process requires them. Configure form output conditions for corrective follow-up so an ordinary inspection and an exception take the intended paths.
Retain the resulting inspection or calibration document in the appropriate Vault workflow. Evaluate the control using the period, sample and supporting evidence actually examined. A submitted measurement and a passed control test answer different questions.
Ask AI to propose the question set, explain a calculation or improve the exception path. Review the saved form and process, then test one ordinary result and one exception.
Product location: /document-vault
Begin with the document requiring a change and the reason for it. Use a change-request or impact-assessment form to collect the proposed change, affected processes, risks and training implications.
Use a process to assign assessment, authoring, review and release work. A document-approval completion binding can connect the appropriate approval outcome to the step. Configure the Vault document type and workflow for the review and signature obligations that apply to that document.
Review related risks, stakeholder commitments and training assignments when the change affects them. Configure supported form actions and process bindings for the handoffs you want automated; record the remaining decisions as explicit work.
Follow Vault document types and workflows, versions and locks and document signing for the document lifecycle.
Product location: /qms/processes
In the process editor, open the step's Completion settings. Choose the supported form completion type and select the intended Bound to form template. Review the lane's responsible people and any additional completion gates.
The form collects the response; its output rules can create further records or work. Verify the process step and those output results separately. Where a downstream task or approval must complete before the process advances, make that dependency explicit in the relevant step or rule.
Check the timing: the process binding concerns work completed during the run. Review previously completed work through the confirmation path described in process configuration. Test the actual sequence before using it routinely.
Product location: /document-vault
An output-rule approval controls whether later actions in that rule proceed. A process-definition approval determines the revision used by new runs. A Vault review or signature controls the document's lifecycle. A control-test sign-off records review of the test conclusion.
Name each decision according to its purpose. For example, agreeing to create corrective work should not be confused with approving the final inspection record. Configure the required reviewers and transitions in each relevant workflow.
Inspect the saved state after each handoff: response submitted, output pending or completed, process step completed, document approved or signed, test awaiting sign-off or signed off. Use the links from those records to review the actual relationship.
Product location: /qms/{standardCode}/chat (fallback: /qms/standards)
Give the assistant the outcome and the existing records before requesting configuration. A useful starting request is: “Help design our annual review of critical suppliers using our existing supplier records, review form, process and control. Identify what can be automated, which records should be linked and where a person must decide. Ask about missing policy choices before saving anything.”
Review the proposal in manageable parts. Use Forms AI authoring for questions and integrations, process AI editing for the map and the Controls Assistant for control definition, applicability and evidence.
Ask for the expected result of each action and a test example. Inspect the saved UI configuration after accepted work so the connected workflow is understandable to the next person maintaining it.
Product location: /qms/processes
Use authorised demonstration records. Execute an ordinary case, a case needing follow-up and any approval rejection or rework branch. Check that each record refers to the correct supplier, risk, document, form template or process run.
Change a conditional answer after supplying its follow-up text and confirm the hidden value is excluded. Inspect every configured output. Complete the bound work and check the process step. Review the Vault document's actual approval or signature state and the control evidence separately.
Test the effect of unavailable choices, changed ownership and revised definitions. Use the recorded result to investigate a failed handoff rather than assuming all work must be repeated.
Product location: /qms/processes
Use process runs, control due work, action items and the relevant module's status views to see what needs attention. Inspect outstanding approvals, overdue tests and deficiencies alongside the operational records.
When a recurring task exposes a pattern, improve the definition: clarify a question, strengthen a completion gate, change a responsible role or revise a control's procedure. Use the appropriate save and approval workflow for each change.
Keep the examples adapted to your organisation's actual decisions and evidence. The value comes from a repeatable chain of work whose inputs, actions and outcomes can all be inspected.
