Understanding the key CAPA terms used throughout this feature, will make it easier to navigate and use the workflow effectively - start by reviewing them below.
Key Terms
CAP (Corrective Action Plan): Container for issues and resolutions
CA (Corrective Action): Fixes an existing issue
PA (Preventive Action): Prevents future issues
Other Terms
(1) The following roles can apply to you:
Responsible company
This is the company responsible for fulfilling the action. Usually, it is the company that has been audited or visited, and it is the company who has the finding.
Assignee (= "Assigned to")
These are the users responsible for working on an action and fulfilling it.
Collaborator
These are companies collaborating on an action. They might help manage or give further input.
(2) The client/partner/company that has assigned you/your company to a plan/action has the role(s) of:
Reporter
This is by default the user creating the Corrective and/or Preventive Action. They should be responsible for reviewing the resolution and can decide if an action has been done or if it needs to be reviewed.
Creator (= "Generated by")
This is the company creating the action and filled automatically by the system.
(3) The progress of an action/plan is indicated by its status. Only the reporter can accept actions under review or mark them as “Done” if the remediation was completed.
submitted for review (by assignee) → In review
request changes (by reporter) → In progress
remediation accepted (by reporter) → Done
(4) Severity reflects how urgent an action is and helps you prioritize your workload. This is particularly useful when you need to manage and follow up on multiple actions. There are five levels:
Low
Moderate
Medium
High
Extreme
(5) Impact Area categorizes actions by compliance or sustainability topics.
It helps you grouping, prioritizing, and managing actions more efficiently. Here is an overview of all available impact areas.
(6) The Source type indicates where the finding related to this action was originally documented, such as an audit or a factory visit. This helps you understand the context of the action, specifically where and how the issue was identified.
The Source displays the specific record where the finding was documented, based on the selected Source type. This is especially useful as it allows you to:
Review the original findings in detail
Understand the expectations behind the action
Refer back to the full context when implementing corrective measures
(7) To ease planning, tracking, and accountability, we have introduced date types:
Creation Date
The date when the action was created. This helps you understand when the action was raised and how long it has been open.Start Date
The date when work on the action is expected to begin. This helps you plan when to start addressing the action and align internal resources accordingly.Due Date
The target date by which the action should be completed and marked as “Done.” This is a key deadline to track progress and ensure timely completion of the action.End Date
The date when the action is marked as “Done.” This provides a clear record of when the action was finalized and helps track completion timelines.