Building on the key CAPA terms introduced earlier, this guide helps suppliers/collaborating companies understand the workflow and confidently manage assigned actions from start to completion.
GUIDING STRUCTURE
As a supplier, focus on:
Completing the action (Assignee)
On time (Due Date)
According to priority (Severity)
And keeping progress updated (Status)
Step 1: Access action
Based on the above guide, gain a general overview of actions assigned specifically to you via the CAPA > Actions > Assigned to Me tab.
Step 2: Prioritize actions
Now, prioritize actions (in "To do"/"In progress") based on due date and severity, and apply filters to stay focused when managing a large number of actions. To access an action, click the action title.
Step 3: Access action content
What the action is about is indicated by the impact area (if defined by reporter) and source type / source in the right details section. Also, accessible via this section is the associated plan. More details and remarks by your client/partner are found in "Description".
Step 4: Provide remediation documentation
To proof that your company is taking corrective/preventive actions and implements solutions, provide evidence. This can be done by uploading documents, images, videos, and reports—anything that provides clear, credible proof. Don't forget to add a message to your proof to give more details and for making important remarks.
Step 5: Communicate with stakeholders
In the activity feed, the comment section serves both as a place to document additional information and as a communication tool. You can use it to:
Provide context and updates on the progress of an action (e.g. explain what has been done or clarify uploaded evidence)
Communicate with the reporter (e.g. ask questions, notify them when an action is ready for review, respond to feedback)
Interact with collaborators (e.g. align with brands or other involved parties)
Coordinate internally within your own company, depending on the view (e.g. discuss next steps with team members)
Step 6: Distribute responsibilities
If you would like to share the responsibility of managing actions with other colleagues or collaborators, you can do so by adding them via the details section.
Step 7: Submit for review
Once done, submit the action including your provided evidence and additional information by changing the status of the action to "In review". The action can be finally considered as completed and verified once the reporter marks the action as "Done".
Good to know
If you have already worked on a similar issue for another brand, you can link the existing action instead of starting from scratch. Only the remediation summary and attachments will be shared—no details about other brands, collaborators, or comments will be visible.
