Overview
QA Playbooks let you define rules that evaluate supplier documents against quality and compliance requirements. They can automate checks that users would otherwise perform manually during document review.
For example, a playbook can evaluate whether:
- A facility address reasonably matches the supplier record.
- A document is current and has not expired.
- A GFSI audit certificate identifies a globally recognized GFSI audit scheme.
- A Kosher certificate includes a required symbol and refers to the applicable product.
Playbook evaluations can be used in workflows to trigger actions based on whether the document passes or fails the defined rules.
Configure QA Playbook Rules
Create rules that describe the criteria the system should evaluate for a document. For sample rules, see the Examples of QA Playbook section below.
Step 1: Go to Configuration > AI Settings.
Step 2: Scroll down to the QA Playbook section.
Step 3: Select Add Rule to add a rule row.
Step 4: In the Rule field, describe what the system should verify. Include any acceptable variations it should consider when evaluating the document.
For example, to check the facility address on a third-party audit certificate, enter:
The facility address on the certificate reasonably matches the supplier record address. The facility address may be listed as “Main Site” on the certificate.
This rule tells the system to compare the certificate’s facility address with the supplier record and to recognize “Main Site” as a possible label for that address.
Step 5: When the message appears above the rules, select Save changes to save your first rule.
Step 6: If applicable, use the search icon in the Attribute column to associate the rule with a specific document attribute.
Step 7: Select Add Rule to add additional rules as needed for the document type. Select Save changes after making changes.
Step 8: Select Validate Rules to check the playbook configuration.
Step 9: Select Simulate Rules to test how the playbook evaluates a document.
Configure Workflow Actions
Use the playbook evaluation as a workflow condition to determine what happens when the rules pass or fail.
The following example shows how a workflow can handle GFSI audit certificates in Supplier Management. Adapt the actions to your organization's document review requirements.
Failed Evaluation
Configure the workflow condition with these values:
| Field | Select |
|---|---|
| Resource | Playbook Evaluation |
| Operator | = |
| Value | Failed |
Then configure the following actions:
| Action | Configuration and result |
|---|---|
| Set Document Status | Set Document Status to Rejected. Enter an explanation in the Add New Comment field. |
| Stop Data Processing | Prevent the document data from being processed into a record. |
Passed Evaluation
Configure the workflow condition with these values:
| Field | Select |
|---|---|
| Resource | Playbook Evaluation |
| Operator | = |
| Value | Passed |
Then configure the following actions:
| Action | Configuration and result |
|---|---|
| Set Document Status | Set Document Status to Approved. |
| Stop Workflow | End the workflow so that the remaining steps do not execute. |
Examples of QA Playbook Rules
The rules you create should reflect the requirements and acceptable variations for the document type. In the examples below, enter the text from each Example rule cell in a separate Rule row.
Supplier Management: GFSI Audit Certificates
The GFSI audit certificate example uses the following rules:
| What to check | Example rule |
|---|---|
| Facility address | The facility address on the document reasonably matches the supplier record. |
| Certification requirements | The document explicitly states that the organization was assessed and determined to comply with the certification requirements. |
| Expiration | The document must not be expired. |
You can also add a rule requiring the certificate to identify a globally recognized GFSI audit scheme.
Use the workflow example above to configure actions for passed and failed evaluations.
Kosher Certificates
For Kosher certificates, consider the following rules:
| What to check | Example rule |
|---|---|
| Expiration | The document must not be expired when received or reviewed. |
| Kosher symbol | The certificate must include a required Kosher symbol. |
| Product match | The certificate does not need to use an exact text match for the item name, but it must clearly refer to the same underlying product. Fail the evaluation only when the certificate describes a materially different product. |
| Facility address | The address does not need to exactly match the supplier record, but it should reasonably correspond to the supplier's location, including a matching or near-matching city and state. |
Third-Party Audit Certificates
For third-party audit certificates, consider the following rules:
| What to check | Example rule |
|---|---|
| Expiration | The document must not be expired. |
| Certification requirements | The document must state that the organization complies with the certification requirements. |
| Facility address | The facility address on the certificate reasonably matches the supplier record address. The facility address may be listed as “Main Site” on the certificate. |
| Business or facility name | The business name or audited facility name must reasonably match the supplier name in the supplier record. |
| Document type | The document must be an official certificate. |
| Applicability | The document must not be a “not applicable” submission. |
Include acceptable variations in your rules, such as the “Main Site” label in the facility address example, so that differences in labeling do not cause an otherwise valid document to fail.
Test Your QA Playbook
Before using a QA Playbook in a live workflow:
- Review each rule to make sure it describes a specific requirement.
- Consider acceptable variations in product names, facility addresses, and other document details.
- Select Save changes if you have added or edited rules.
- Use Simulate Rules to test the playbook with representative documents.
- Confirm that passed and failed evaluations trigger the intended workflow actions.