Working With Quality Topics

Introduction & Best Practice:

Tracking claims and managing data is a complex task that requires an organised and transparent structure. Instead of relying on numerous spreadsheets and folders, the Compliance Module's Quality Topics can streamline this process:

1. List all Claims: Define each claim's status as open or closed
2. Connect Claims to Styles or Items: Link each claim with the relevant style and/or item
3. Supplier Communication: Use the system to communicate with suppliers about claims
4. Custom Fields: Create unique fields to support your specific processes and add extra information
5. Documentation Storage: Store all related photos and files within the system

Step-by-step Guide

Before You Start

1) Make sure the 'Compliance User' role is assigned to you as a user. To learn more about assigning different roles to a user, click here.

2) Make sure you have created your Quality Topic Types in Admin. To learn how to create Quality Topic Types, click here.

Create Your Claims

Navigate to: Compliance > Quality Topics

Click on 'Add Quality Topic'
Fill out the mandatory fields:
Topic Type*
Topic Name*
Supplier*

Choose if you want to add 'Brand Contact' and 'Supplier Contact' - we recommend to do so as it is needed for communication in the next steps
Delogue will autogenerate the 'Quality Topic Number' (1,2,3,4,5... etc)
The system will, by default, suggest the date - you can choose an alternative date
The 'State' will by default be set to 'open', once the case is settled, you can change the state to 'Closed'

Quality Topic Subtabs

Communication

Under the 'Communication' subtab, you can directly communicate with the supplier associated with the quality topic you created.

Navigate to: Compliance > Quality Topics > Communication

Click on '+ Write message' to start the communication
If you want the message to be internal: toggle the slider to the right
Notify the supplier contact/brand contact
Type a subject
Write your message by using the usual text editing tools
Upload or drag and drop pictures/files
Click 'send'

The Supplier contact will receive a notification and see the envelope icon in the Quality topic list

The state is open by default - marked with a yellow dot
Once the case is settled, you can change the state to 'closed' and the dot will change to green

Custom Fields

Under the 'Custom Field' subtab, you can add any additional information you need to report on. For example, 'Season', 'Claim Type' and 'Product Group'. In order for custom fields to appear on every Quality Topic you are creating, you will have to create these in Admin first. Read more on how to create custom fields for quality topics here.

Navigate to: Compliance > Quality Topics > Custom Fields

Once you have created the custom fields in Admin, you can start filling out claim-specific information.

Screenshot 2025-07-23 at 10.30.23

Affected

Under the 'Affected' subtab, you can connect styles and items that have been affected by the described claim.

Navigate to: Compliance > Quality Topics > Affected

Click on 'Add Item' or 'Add Style'

Select the styles or items
The filter will, by default, show styles/items from the supplier you have chosen on the specific quality topic

How to find the affected styles:
- Choose the styles from the full list of styles
- Search by style number/name
- Filter by: brand, brand contact, season, group, category, or state
- Filter by the created custom fields on styles
How to find the affected items:
- Choose the items from the list
- Search by item name/number
- Filter by brand, brand contact, category, or states
- Filter by the created custom fields on items

NOTE: An item can only be added as 'affected' if the supplier from the Quality Topic is also the supplier of the item.

Files

Under the 'Files' subtab, you can upload and organise claim-specific pictures or documents. You can organise your files into folders and choose to view only 'active' or all uploaded files by using the toggle 'Show Inactive' on the top right.

Navigate to: Compliance > Quality Topics > Files

Click on 'Upload Files' to upload files or pictures as claim documentation

Create a folder in 'Select folder'
Type a folder name - e.g.: 'Photo Documentation'
Drag and drop or click to upload files
Click on 'OK' to confirm

Close/Delete Quality Topics

In general, it is not possible to delete a quality topic that has been created; instead, you can change the state of the chosen quality topic. You can change the state of the quality topic in the header information to 'Closed', the yellow dot that is showing on any open quality topic will disappear from the list to the left. In case you do not want to view the closed quality topic any longer in the list of quality topics, you will have to create a filter that excludes closed quality topics from being shown. Read more about how to filter and search quality topics below.

Filter And Search Quality Topics

Navigate to: Compliance > Quality Topics

Click on the 'Filter' button at the top of your screen

A pop-up window appears where you can define different parameters
On the left, you see the parameters to define
On the right side, it gives you a preview of all quality topics that apply to the defined parameters
On top of the preview, you can see in which states the quality topics are in
To apply the filter, click on the green 'Filter' button in the lower right corner

Use the 'Search' field of the filter pop-up window to quickly find any quality topic name or number

When a filter is applied to your quality topics, the filter button on the top of your screen will show in yellow
Remember to click the 'Remove Filter' button to remove any filtration from your original view of quality topics