Follow these steps:
1. Go to Events > Event Type
2. Click on the New + icon
The Event Type Details Form will open. Only a few of the fields are mandatory, most are optional.
All the fields that are introduced in this Event Type will automatically be populated in the new Events that are created based on this Event Type.
Make sure to fill out all the fields that are to be standard in the Events which are created based on this Event Type.
3. Fill out the mandatory fields
- Assign the Event Type to one or more Groups.
- Give the Event Type a Title such as for example Deviation.
- Set an Event Prefix, following the example title above this could be DEV-. The Prefix will be used when automatically generating the Event ID.
- Available Impact Level options: these are preconfigured in Module Settings. The available options will appear when you click on the field. Only the options chosen in the Event Type will be available when an Event is created based on this Event Type.
4. Fill out the optional fields you wish to include
The following options can be modified when creating the Event.
- Define Time to Resolution: can be from 1 to 365 days.
- Select Tag(s): you can add one or more existing Tags or create a new Tag on the fly.
- Select the Custom Fields that are to be shown in the Registration Form as well as in the Investigation Form. If these fields are empty it is because no Custom Fields have been created yet, these are to be configured in Module Settings.
- Select QA: if the QA person who signs off on this Type of Event is usually the same User then it can be an advantage to preconfigure already in Event Type.
5. Set email notifications
Define who is to be notified by email when the Events based on this Event Type reach Under Investigation, Under Review, and Under Signing by QA status. The checkboxes will all be marked by default so that all Users (Initiator, Investigator, QA, and Responsible Person) will receive an email notification at every change in status.
In order to modify this, deselect the Users who don't need to be notified at a corresponding stage.
6. Define your Event Report
The Event Report can either be based on a:
- A Document Type that has been created in Document Control.
- A Document created in Document Control.
- If Users are to be allowed to override the Document Type or Document defined in points 1 or 2, then the Allow to override PDF template switch must be turned ON. This means that when generating the Event Report, Users can choose between using the predefined Document Type / Document or select another Document Type or Document. If the switch is turned OFF only the Document Type or Document that has been predefined will be available.
- The document/template used for the Event Report will need to have the necessary Event variables defined in order for the information to be prepopulated when generating the report.
- The variables will be prepopulated as the Event progresses, only when the Event closes will the Report be complete and all variables will be replaced by information from the Event.
- If the Document Control Module has not been activated for your organization then a Report Template can be uploaded for you to use in every type of Event.
- If the Document Control module has been activated for your organization but not for all users, even users without access to Document Control will be able to download the predefined report.