When a repair task has been sent to you to close you can either assign further action or close the repair report.
Quick steps to closing a repair task:
- Go to the Task management component
- Select from the Task options provided
- Complete the required fields
- Click Submit
Repair workflow
The Stage Navigation Bar displays the stage in the workflow that the item is in. In the example below, the item is currently in the Close stage.
Form components
| Repair summary | Describes the repair/maintenance request and the immediate action that has been taken. |
| Action history | A chronological list of actions within each stage of the repair task and the comments users have made. |
| Task management | Your options for closing the repair task or making a progress note. |
| Attach records | Where you can attach files relevant to the repair task, such as correspondence. |
| System event history | A chronological list maintained by the system of most entries, changes, and linkages made in the system in relation to this repair task. |
Repairs summary
This component displays the description of the repair and the immediate action taken when the repair was reported.
Click Assigned to you to go to the Task management component. If the repair should be managed by someone else, and you have the required permissions, click Re-assign to transfer the item to another user.
Action history
This component displays instructions, actions taken, progress notes, comments and the final outcome made to date as the item progressed through the workflow. Hovering over the date in the Action history will display who recorded the details.
Task management
This component displays the two options you have at the 'close' stage of the workflow.
- Assign a task - choose this option if further action is required.
- Close this issue - choose this option if no further action is required.
Task options
Assign a task
Choose this option if further action is required. There are reasons why you may choose this option. For example, if the required steps to manage the issue have not been taken or when relevant records have not been attached.
- Task instructions - document what further action is required, e.g. 'Attach copies of all correspondence between the client and the service in relation to this matter'.
- Assign to - select the staff member who is responsible for taking the action.
- Assign to me - tick this box, if the further action to be taken is to be assigned to you.
- Task due date - select the date the task is to be completed by.
Close this issue
Choose this option if no further action is required.
- Final Outcome - this field will contain a statement made the person who managed the feedback regarding the final outcome. This information may be useful when analysing feedback over time.
- Additional comments (optional) - tick this box to add additional comments.
Caution: Once the item has been closed, details relating to what action has been taken and any other comments cannot be edited.
Severity assessment
Severity Assessment Code (SAC) is a numerical score to rate the severity of the event. The score is typically based on the consequence of that adverse event and also the likelihood of its recurrence.
Chose a SAC rating using the menu or the use the optional SAC rating matrix. Note: If it's likely that the adverse event could reoccur, you should consider implementing mitigation actions. To check that you've selected the most appropriate rating, click on the Guide.
Link this issue to a risk
This component displays any related risks that the feedback sub-category has been linked to. These linkages have been approved by the risk owners and can't be changed per individual feedback. You can, however, link the feedback to an additional risk if relevant.
Attach records
This component enables you to attach records associated with the repair report in the QMS. At this stage of the workflow, it is likely that all records associated with managing the repair have already been attached. Click Attach to add records.
- Record name - When naming the record ensure the description is meaningful and easily found when searching. For instance, 'Correspondence to client - final outcome - April 2022'.
- File or Link - click on Choose file and navigate to the record on your computer. If you have links enabled, toggle to change the control to add a URL to the record. The URL must be a in a web (http://) or Microsoft Sharepoint format (https://<company>.sharepoint.com/...).
Only those who can access the Feedback details form will be able to view associated records.
Submit/save the form
The green Submit button will close the form and move the Repair item to the close tab on the Repair register. 
Select Create a related item if you want to create a separate linked item on another register when you save the form. A link between the two items will be displayed in each item's System event history.
If a repair has been sent to you to close, LOGIQC QMS will send you a 'Close Repair' task and an email notification. To open the task, click on the description in your My tasks box or on the link in the email.
You will be presented with the following options:
- Assign a task - select if you require further work to be completed
- Close this issue - select if you are satisfied the repair record has been managed appropriately
Review how the repair has been managed
Before deciding a course of action, you should review how the repair has been managed. Note: Once a repair record has been closed, it cannot be changed. The action history provides a summary of the workflow and actions taken on the reported repair.
Once you have reviewed how the repair has been managed, you can assign a task for further action or close the repair item.
Task option 1 - Assign a task
If you choose to assign a task for further action regarding the repair, select 'Assign a task', fill out task instructions, assign the task to an action officer, set a due date for the task to be completed and select 'Submit'.
The task will be sent to the assigned action officer to be completed.
Task option 2 - Close this issue
If you are satisfied that the repair has been appropriately managed, you can select 'Close this issue', fill out the fields, select 'Submit' and the record will be closed off.
You can also create a related item by ticking 'Create a related item' and selecting from the drop down menu. This will launch a new register item linked to the repair you've reported when you save the form.
Once closed, the repair record moves to the 'Closed' tab in the improvement register and can no longer be edited. The person who reported the issue will receive an email notification advising that the matter has been closed.
SAC rating
The Severity Assessment Code (SAC) is a numerical score that rates the severity of an adverse event. You can assign a Severity Assessment Code rating to the repair item.
Option 1:
- Select 'Assign a SAC rating'
- Choose the relevant rating of the repair
- After selecting the rating, click on the SAC criteria button to check your score.
Option 2:
You can also set the SAC rating by using the SAC rating matrix to determine a rating. This method is particularly useful when considering if further action and investigation is required ie. if the likelihood of re-occurrence is high, mitigation action should be taken.
- Select 'Use as SAC rating matrix to set the score'
- Select the potential consequence - Negligible, Minor, Moderate, Major, Extreme
- Select the likelihood of the issue reoccurring - Rare, Unlikely, Possible, Likely, Almost certain
Risk linkage (available only when the Risk Register is activated)
Repair items can also be linked to risks on your organisation's Risk Register. The Risk linkage component will display risks that are automatically associated with the category of repair assigned to the issue. You cannot modify these preset linkages but you can associate the repair with another risk if appropriate by selecting 'Link this issue to an additional risk'.
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