Workflow

Flow 25 — Governed external Quality communications and acknowledgement

Prepare a bounded public communication from one eligible Quality source, independently release it per recipient, retain retry/dead-letter evidence, escalate overdue acknowledgement and close only after every recipient responds.

Overview

Inventory meaning

Flow 25 is the messaging authority for its approved UNCLASSIFIED summary only. It never changes NCR, SCAR, counterfeit or product-escape facts, supplier/customer masters, inspection disposition, product configuration, current stock or the stock ledger.

Responsible roles

Quality Management Representative author/operator → different QA Head releaser → external customer/authority/supplier/partner representative → different QA Head closer → Quality Engineer / Supplier Quality Engineer / Project or Contract Manager / Security or Compliance Officer / Product Safety Manager / Quality Inspector / Auditor read-only

Process

1
Exact source snapshot
Author one immutable external version from an eligible governed Quality source.
Source remains read-only
2
Independent release
Recalculate the source fingerprint and approve only the bounded UNCLASSIFIED public content.
Per-recipient queue
3
Delivery control
Send separately, retain every attempt, retry with fresh links and dead-letter explicitly.
Messaging evidence only
4
Secure acknowledgement
Redeem once into a short-lived session and require the exact delivered email.
No tenant navigation
5
Escalate and close
Notify scoped internal roles when delivery fails or acknowledgement is overdue; second QA closes after all respond.
Sources and custody unchanged
READ ONLY

Role handoff

Detailed reference chapters

External Quality communications, delivery and acknowledgement Nonconformance and CAPA governance Supplier corrective action and response governance counterfeit Product escape, recall and affected-product accountability Controlled documents and evidence roles

Detailed steps

1
As Quality Management Representative, open Quality → External communications and choose one eligible notification-required NCR, issued SCAR, Security-concurred counterfeit decision or approved product-escape decision. Author only an UNCLASSIFIED public summary, explicit action, due/expiry controls, escalation route and exact recipients with CLEAN internal evidence.
2
Submit v1. As a different QA Head, reject it and confirm the version remains immutable. Create replacement v2; release recalculates the exact Quality-source SHA-256 fingerprint and blocks if authoritative facts changed.
3
Process notification delivery. Confirm each recipient receives a separate attachment-free message and single-use link. A failed attempt retries with a fresh credential; every SENT, RETRYING and DEAD_LETTER outcome remains append-only evidence even after an operator requeues it.
4
As the external representative, redeem once on the isolated acknowledgement page, then submit once using the exact delivered email. Confirm the page exposes no authenticated tenant navigation, classified source detail, controlled evidence or internal named-user history.
5
As QMR, process dead-letter and overdue escalation timers to configured, scoped, clearance-suitable internal roles. As a second QA Head different from author and releaser, close only after every released recipient is acknowledged. As Auditor, reconcile immutable versions, per-recipient attempts, strong-hash-only credentials, acknowledgements, escalations and unchanged source/custody witnesses.

Field-by-field practice data

Use a disposable training tenant

Prepare a bounded UNCLASSIFIED acknowledgement request from one eligible Quality source. The page shows sample set A; the workbook includes independent A, B and C values.

Download all workflow samples (.xlsx)

Field names match the current application labels. Select existing approved records where shown, leave optional values blank unless they genuinely apply, and never copy fictitious TRAIN values into live work.

Authorised Quality role

Author the communication

Open /quality/communications

Select the eligible source and enter only approved public summary fields before independent release.

Exact field name	Requirement	Sample value A	How to use it
Eligible Quality source	Select existing	`TRAIN-A-SCAR-001`	Select the exact approved source.
External title	Required	`TRAIN-A quality acknowledgement`	Use an UNCLASSIFIED title.
UNCLASSIFIED public summary	Required	`Please acknowledge receipt of the approved corrective-action request.`	Do not copy restricted internal facts.
Action required	Required	`Acknowledge receipt and named responsibility.`	State the bounded response expected.
Acknowledgement due	Required	`2026-09-20`	Use the controlled deadline.
Link expires	Required	`2026-09-25`	Expiry must follow policy.
Escalate every hours	Required	`24`	Use the approved reminder interval.
Maximum level	Required	`2`	Set the bounded internal escalation level.
Organisation	Required	`Training Supplier A`	Use the exact recipient organisation.
Exact email	Required	`[email protected]`	Use a non-routable example only in documentation.

Expected result: The portal records one bounded acknowledgement; it does not expose internal evidence or send other workflow actions.

End state

One closed communication retains an exact immutable source fingerprint, independent release, per-recipient delivery and retry history, attributable external acknowledgements, bounded internal escalation and separate-QA closure without acquiring source, supplier, configuration or custody authority.