The QMS External Response Collaboration feature allows you to send a request for external contacts to complete an audit checklist. If enabled by an Admin, you can use checklists to capture detailed responses in conjunction with audit-related business processes, such as onboarding new supplier and supplier risk management personnel.
How to Send Checklists to External Collaborators
To send an audit checklist to an external contact:
- Navigate to the Audit object tab.
- Click Create.
- Select External Audit from the Select Audit Type drop-down.
- Select the appropriate external contact from the External Collaborator field.
- Complete any remaining required or optional fields as necessary.
- Click Save.
- On the new object record you just created, select the chevron icon and move the record to the lifecycle state configured to start the checklist.
Once the External Audit record is moved to the appropriate lifecycle state, the external contact receives a Welcome Collaborator email with a link to log into Vault and access the checklist.
How to Reassign Checklists to External Collaborators
You can reassign a checklist to another external collaborator from the parent object record. Completed checklists cannot be reassigned.
To reassign a checklist to a different external contact:
- Navigate to the relevant object tab.
- Select the parent object record for the checklist.
- Execute the Reassign External Collaborator user action, and select the appropriate external contact to reassign the checklist to.
Upon successful checklist reassignment, the new external contact assigned to the checklist receives an email notification.