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W5: How to Work With and Follow Up on Issues

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Summary:

In this user guide, you will learn how to:

1. Getting Started – How to create an issue, either directly from the Issue list or from an inspection.

2. What the Issue Contains – Understand the fields, status, and associated records.

3. Step by Step – A walkthrough of the entire nonconformity process, from creation to report.

 

In this article, you will learn how to create a nonconformity, understand the fields, track progress through status, and link the nonconformity to other documentation.

The following will be covered: (Click a row for shortcut)

  1. What is an Issue.

  2. Creating an Issue.

  3. How to work with an Issue.

    1. General information (who/where)

    2. Editing an issue.

    3. Steps and status.

    4. Associated entries.

    5. Attachments, location, and comments.

    6. Reports.

  4. Typical ways to use issues.

In this article, you will learn how to create an issue, understand the fields, track progress through status, and connect the issue to other registrations.

 

1.0 What is an Issue

Issues are used to capture and follow up on conditions that deviate from requirements, expected standards, or normal operations – for example, damages, deficiencies, health and safety issues, or quality deviations. While a registration or inspection documents an observation, the issue process ensures that the observation is actually followed up until it is resolved: someone is assigned responsibility, a deadline is set, and the status always shows the case's current state. This provides traceability from finding to closed case – which is central to all issue management.
 

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2.0 Creating an Issue

An issue can be created in two ways:

  1. Directly from the issues list – Go to Issues in the left menu and click + New.
  2. From an inspection – Create a registration of the type issue linked to a checkpoint. (see more detailed explanation here: How to work with inspections).

Note! Regardless of where you start, the fields, status flow, and functionality described further in this article are the same.

In the "Issues" menu on the left, you may see one or more variants of issue processes. They originate from:

  • Issue – a standalone issue, not linked to any inspection.

  • Inspection Issue – Issues created from a specific inspection process, which retain the link to that inspection.

Under Issues, you will also find a standardized breakdown showing the number of issues by status: Open, Completed, and Closed.
 

 

3.0 How to Work With an Issue
 

3.1 General Information (who/where).

When you create or open an issue, you will see the following fields:

  • Title – Free text field. Enter a descriptive title yourself; it is not generated automatically.

  • Description – Free text describing the issue.

  • Responsible Person(s) – Searchable field where you select one or more people or groups responsible for following up the issue.

  • Deadline – Date by which the issue should be resolved.

  • Completed – A simple yes/no confirmation that the issue has been resolved. Completed is linked with Deadline and Responsible Person(s) as a small follow-up package but does not itself change status or functionality – it is only a confirmation. From Completed, you can then change the Step to, for example, Completed or Closed.

  • Issue Type – Dropdown list: Quality, HSE (Health, Safety, Environment), Design, Documentation, Functional, Environmental, Other.

  • Severity – Dropdown list: Low, Medium, High, Critical.

  • Step – See separate section below.

The system also automatically fills in:

  • Created / Created by – when and by whom the nonconformity was registered.
  • Modified / Modified by – last modification time and who made the change.

These system fields cannot be edited.

 

 

3.2 Editing an Issue

  1. Click Edit at the top of the issue.
  2. Adjust desired fields (Title, Description, Responsible Person(s), Deadline, Completed, Issue Type, Severity, Step).
  3. Under the Attachments and Location tabs in the edit view, you can also add attachments or location on a map or model without leaving the dialog.
  4. Click Save.
     

 

3.3 Steps and Status

Step is the overall status of the issue and controls which functionality is available:

  • Open – the issue is in progress.
  • Completed – the issue is resolved but still editable.
  • Closed – the issue is finalized and locked from further editing.

When an issue is set to Closed, this is clearly indicated in the view (including with a lock icon next to the title). To edit the issue again, it must be moved back to an earlier step. This function depends on having the correct permissions in the system – if you do not have them, you will not see the option to reopen the issue.
 

Note! the difference between Step and Completed: Completed is only a confirmation that the work is done, while Step actually controls whether the issue is open or closed for editing.

 

3.4 Connecting Entries

You can link an issue to other entries without restrictions on type or origin. An issue can be linked to documentation, inspections, tasks, or other issues – both within Interaxo Capture and across to Interaxo Project.

To create a link:

  1. Click Add connection.
  2. Search for the desired registration.
  3. Click + Add to create the link.

Once registrations are linked, you can easily navigate back and forth between them.

To remove a link:

  1. Click x next to the link.
  2. Confirm the removal.

This article provides only an overview. For a complete walkthrough, see How to use connecting entries.

 

 

3.5 Attachments, Location, and Comments

On the right side of the issue view, you will find tabs for:

  • Location – View the issue's location in a model or map. If no location is added, "No location added" is displayed. Click Add location to link the issue to a location.
  • Attachments – Upload photos or other relevant files.
  • Comments – Conduct dialogue about the issue, such as technical clarifications or decisions on further actions.

 

3.6 Reports

Click Download report to generate a report for the issue. The report is generated in the background; wait until it is finished before proceeding. The report then downloads an updated version containing all information as of the time it was generated. Newer and older versions can be found under Attachments.

 

4. Typical Ways to Use Issues

  • Register quality or HSE issues found during site visits or inspections.

  • Follow up on deficiencies at handover, with responsible person and deadline.

  • Document that an issue has been resolved and close the case with full traceability.

  • Link the issue to the documentation or inspection it originates from, for full context.

See also: (opens in new tab)

 

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