Quality Topics - How to use

Use "Quality topics" in the Compliance Module to keep track of your claims and all documentation

Introduction & Best Practice:

Tracking claims and managing data is a complex task that requires an organized 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.

Table of Contents:

1. Step-by-Step Guide
   a. Work with Quality Topics / Create your claims

Work with Quality Topics / Create your claims

Step 1: Create a Claim

• Navigate to: Compliance > Quality Topics
• Click  "Add Quality Topic" and fill out the mandatory fields:
  Topic Type*
  Topic Name*
  Supplier*

• Choose if you want to add "Brand Contact" and "Supplier Contact"
  We recommend you 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)
• It will by default suggest the date, you can choose an alternative date.
• The State will by default be "open", once the case is settled you can change the state to "Closed"

Step 2: Fill out custom fields and add files for documentation

• Navigate to: Compliance > Quality Topics > Custom Fields, and fill out the relevant information
• Navigate to: Compliance > Quality Topics > Files

• Click: "Add files" to upload files or pictures as claim documentation,  
• 1. Create a folder in "Select folder". Call it for example "Photo Documentation"
  2. Drag and drop or click to upload files

Step 3: Connect the affected styles with the claim

• Navigate to: Compliance > Quality Topics > Affected
• Connect the style/styles or item/items that are impacted by the claim
• Click "Add Item" or "Add Style":

• Select the styles or items.
  The filter will, by default, show you the styles/items from the supplier you have chosen in Step 1.

• STYLES - 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
• ITEMS - how to find the affected items:
  *Chose 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

Step 4: Communicate with the supplier

• Navigate to: Compliance > Quality Topics > Communication
• Click  "+ 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
  *fill in 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