# Using Recurrence Check (QMS) The QMS Recurrence Check feature is an intelligent and streamlined interface for users to determine whether a _Quality Event_ is a recurrence of another _Quality Event_. With this feature configured, Vault can simplify a complex manual process with a simple user action where text search terms are automatically suggested by Vault. After performing the user action, the user is shown a set of potential records along with their similarity score in a side-by-side comparison user interface. When the analysis is complete, Vault stores the results and automatically links recurrent events by creating applicable related event records. If configured by an Admin, Vault also provides insights following recurrence check completion to advise next steps according to your organization's processes. The Recurrence Check feature supports custom and standard object types of the _Complaint_, _Change Control_, _Change Plan_, _Deviation_, _Findings_, _Lab Investigation_, _Continuous Improvement_, _Nonconformance_, and _MedTech CAPA_ objects, as well as any custom and standard object types for the _Quality Event_ object.
## How Recurrence Checks Work When you perform the recurrence check user action from a recently closed _Quality Event_, or at another point as defined by your business processes, Vault uses an advanced search algorithm to check certain text fields on the current object record against the same fields on applicable past object records. Vault presents the results of this comparison in an easily understandable interface, showing only the most relevant record data from only the most relevant records. From here, you can review each record for potential recurrence and provide the appropriate responses to complete your analysis. When you [complete the check][4], Vault automatically creates relationship records joining any past records for which you identified the current record as a recurrence. Vault also stores a summary of the check you have completed as a related _Record Check Result_ record on the current object record. If configured by an Admin, Vault automatically navigates to an insights interface following recurrence check completion to help determine whether your organization can leverage an existing investigation, evaluate the effectiveness of existing CAPAs, and identify common root causes and other field values associated with identified recurrences. ## Completing a Recurrence Check {#completing-recurrence-check}
To complete a recurrence check: 1. From the _Quality Event_ object record, select the **Run Quality Recurrence Check** action from the **All Actions** menu. The label of the action may differ depending on your Vault configuration. If configured by an Admin, Vault may perform the record check automatically once the object record reaches a particular lifecycle state and you should proceed to step 7. If a recurrence check is in progress for the record, Vault prompts you to either discard or resume it. 2. When the _Run Recurrence Check_ dialog is displayed, select the **Type** of recurrence check to run from the drop-down. 3. Under _Match Terms_, use the following fields to set your search criteria: 1. **Match on All of these Terms**: This field specifies up to 25 terms that matching records must contain. You can click the (x) icon on a term to not use it while searching, or select terms from this field and drag and drop them into the _Ignore these Suggested Terms_ field. You can add terms by typing text into this field to create a more customized search. 2. **Match on Any of these Terms**: This field specifies up to 25 terms that Vault uses to search for matching records. You can click the (x) icon on a term to not use it while searching, or use drag and drop on _Suggested Terms_ to move them to the _Ignore these Suggested Terms_ field. You can add _User Terms_ by typing text into the _Match on Any of these Terms_ field to create a more customized search. 3. **Ignore these Suggested Terms**: This field displays the _Suggested Terms_ that were removed from the _Match on All of these Terms_ and _Match on Any of these Terms_ fields. You can move a term back to either field by clicking the (+) icon on a single term, or use drag and drop to move multiple terms. 4. **Text Comparison Fields**: This field specifies which text fields are reviewed when Vault searches for matching records using the terms in the _Match on All of these Terms_ and _Match on Any of these Terms_ fields. 4. Optional: If the _Date Comparison_ fields are editable, you can provide a timeframe to override the default values if desired. 5. Optional: If the _Exact Match Fields_ are editable, you can provide up to 10 values for each matching field to override the default values if desired. If the record has no value for a particular matching field, Vault displays its value as _is blank_ and only matches on records with blank values for that field. If you remove all values from a field, Vault defaults the field to _Match with any field values_. 1. If the _Exact Match Fields_ are not configured as editable, read-only _Exact Match Field_ values are displayed in the _Run Record Check_ dialog instead. These read-only values are derived from the record the _Run Recurrence Check_ action is being run on and are limited to object, boolean, and picklist types. 6. Optional: If needed, click **Reset** to reset all matching fields to their default values. 7. Click **Continue**. Vault performs the record check. You may experience up to a [60-second delay][6] between when you execute the record check and when Vault displays results. 8. Once the record check is complete, Vault displays the applicable results in the [record check interface][1]. Review the presented records, select relationships, and provide justifications as needed. 9. Optional: Click to refresh your record check results according to the latest information in your Vault. In the dialog, you cannot select a different type of record check; however, depending on your Vault's configuration, you may be able to modify the match criteria. This is useful when you want to query based on the latest information in the Vault and don't want to discard the current record check and execute a new one. 10. Once your review is complete, click **Review**. 11. Review your record check results and click **Complete**. The **Complete** button only becomes available after you have provided all required relationships and justifications. Click **Back** to return to the object record without completing the recurrence check.
Vault automatically relates the records you have identified as matches to the current record, and creates a _Record Check Result_ record with your review data. If an Admin has configured a Recurrence Check Insights page for the object and object type of the current record, Vault automatically navigates to this page. If recurrences and insights exist for that record, you will receive a notification. The _Details_ section on a _Record Check Result_ record displays parameters used in running the record check, including suggested terms, filters, and match fields. If editable prompts have been configured on the record check, the _Match Criteria_ area in the _Details_ section displays override values applied to dates and match fields. If configured by an Admin, you can perform a user action on the _Record Check Result_ record to create a report document with summary details.
### Recurrence Check Delay {#delay} You may experience a 60-second delay between when you execute the record check and when Vault displays results in the following scenarios: * If a user executes a recurrence check within 60 seconds of creating or modifying the record * If a recurrence check returns records that were created or modified in the last 60 seconds ### Recurrence Check Keyboard Shortcuts {#shortcuts} You can use keyboard shortcuts to navigate the _Run Record Check_ dialog that displays after initiating the _Run Quality Record Check_ action.
Action Shortcut
Navigate to the next element. tab
Navigate to the previous element. tab + shift
Activate or select a focused element. When moving terms between fields, space drops the terms into the new field and deselects them. space or enter
Dismiss dialog or deselect all selected elements. esc
When focused on a field that accepts text input, create new terms. term text + enter
Navigate between terms. left arrow, right arrow
Select term. space
Select multiple terms. ctrl + space
When one term is already selected, select all terms between the existing selected term and the new selected term. shift + space
Move selected terms to the field above or below. shift + up arrow, down arrow
Move selected terms to the Ignore these Suggested Terms field. delete
## Re-Running a Recurrence Check {#re-running} If you perform the recurrence check user action, and the current object record has a completed _Record Check Result_ related record, Vault displays the _Prior Record Check Complete_ dialog with several options: * **Cancel**: Do not perform the recurrence check. * **Supersede Latest**: Perform the recurrence check and, when complete, supersede only the most recent _Record Check Result_ data, while preserving older _Record Check Results_. * **Supersede All**: Perform the recurrence check and supersede all previous _Record Check Results_ on this record. * **Preserve**: Perform the recurrence check and do not supersede any previous _Record Check Results_. ## Related Permissions You must have the following permissions to use recurrence checks: |Type|Permission|Controls| |--- |--- |--- | |Security Profile|Object: Quality Event: \[object type\]: Read, Edit|Ability to view _Quality Event_ records of this object type in the recurrence check interface and add relationship data during review| |Security Profile|Object Control: Match Criteria: View|Ability to view the object control in the _Details_ section on a _Record Check Result_ record.| [1]:#record-check-interface [2]:#top-bar [3]:#main-review-area [4]:#completing-recurrence-check [5]:#re-running [6]:#delay