8.1. Create Vigilance Case

In the New Vigilance Case form, users can create and customize a report detailing a product-related incident within a specific region.

*For guidance on common form functions, please refer to the dedicated section in the manual.

1. Case Name: This is a text field that allows users to input a name for the vigilance case. It is a mandatory field.
2. Case ID: This field is automatically populated with a unique identifier for the vigilance case. It ensures that each case can be distinctly referenced and tracked within the system.
3. Parent Case: This is a single-select dropdown field that retrieves the list of approved vigilance cases in the system. It allows users to associate the new case with a previously approved parent case, facilitating hierarchical case tracking and linking related incidents.
   

   **Vigilance cases are retrieved from the Case List module of the Vigilance application.

4. Case Type: This is a single-select dropdown field that retrieves the list of active case types in the system. It allows users to categorize the vigilance case based on its nature or purpose.
   

   **Case types are created and managed in the Vigilance Type List module under Vigilance Settings.

5. Reviewed By: This is a single-select dropdown field that retrieves the list of active users, roles, and groups in the system. It allows for the selection of the party responsible for reviewing the vigilance case.
   
   *

   By default, the selected reviewer is the Case Reviewer, a role to which users and groups can be assigned.

   • If the ‘Case Reviewer’ role does not exist in the system or if it exists but has no user or group assigned to it, this field will be empty.
     
     • Roles can be created and managed in the Roles tab of the Organization Management (Admin) application.
6. Business Division: This is a single-select dropdown field that retrieves the list of active business divisions or departments in the system. It allows users to associate the case with a specific division within the organization.
   

   **Selecting a division from this field filters the available options in the Business Line field.

7. Business Line: This is a single-select dropdown field that retrieves the list of active business lines associated with the selected business division. It allows users to focus the case on a specific business line.
   

   **Only the child departments of the chosen division will be available for selection.

8. Assignment Group: This is a single-select dropdown field that retrieves the list of active groups in the system. It allows users to assign the case to a responsible team for oversight.
   
   *

   This field links an existing group to the case for documentation purposes only.

   • Selecting a group does not impact the workflow, but it ensures future reviewers can identify and contact the appropriate members if the original case creator is unavailable.
9. Case Creation Date: This is a date picker that allows users to input/select the date when the vigilance case was created.
   

   **By default, this field is populated with the current date.

10. Case Deadline: This is a date picker that allows users to input/select the date by which the vigilance case must be addressed or closed.
11. Case Last Update: This is a date-time picker that allows users to input/select the most recent date and time the vigilance case was updated.
12. Region & Rules: This section of the form allows users to specify the geographical scope of the vigilance case, with relevant rules automatically assigned based on the selected region.
    • Region: This is a single-select dropdown field that retrieves the list of active regions in the system. It allows users to specify the geographical region related to the case.
      • Once a region is selected, the associated rules will automatically populate the Rules Assigned to the Region grid.
        
        • To view a rule in EPC, click the link in the URL column.
          
          !

          Users can assign rules to regions in the Region Rule List module under Vigilance Settings.

          • The regions themselves are created and managed in the Region module under Location Settings.

          ** Selecting a region filters the available options in the Country field.

    • Country: This is a single-select dropdown field that retrieves the list of active countries associated with the selected region. It allows users to narrow the case’s scope to a specific country.
      
      *

      Selecting a country from this field filters the available options in the Site field.

      • Countries are created and managed in the Country module under Location Settings.
    • Site: This is a single-select dropdown field that retrieves the list of active location sites associated with the selected country. It allows users to narrow the case’s scope to a specific site.
      

      **Sites are created and managed in the Site module under Location Settings.

13. Affected Product(s): This grid allows users to specify one or more products involved in or affected by the case.
    • Add: This button allows users to add a new product.
      • If selected, it will display the Select Product(s) form.
        

        **As products are added, they populate the grid. If users wish to remove any, they can do so by clicking the corresponding Delete ( ) icon.
        
        
        To confirm deletion, click on the Save Changes button or simply click outside the grid. To undo deletion, click either Discard Changes or Undo ( )

14. Objectives: This is a rich text field that allows users to describe the goals or intended outcomes of managing the vigilance case, such as resolving a product issue or ensuring compliance with regulatory standards.
15. Scope: This is a rich text field that allows users to define the boundaries and focus areas of the vigilance case, including which aspects of the business, product, or region are impacted.
16. Please upload any relevant document associated with the case: This is a file attachment field that allows users to upload supporting documentation, such as reports, regulatory documents, or evidence relevant to the case.
17. Save Form: This button allows users to save their progress in the form.
    • When saved, the form can be found in the Drafts folder of the Task Navigation Pane.
      

      **A saved form can be found in the Drafts folder if it is the initial step of a workflow, also known as a starter form. If the form is a task assigned in the middle of a workflow, it will be located in the Pending Tasks folder.

18. Submit Form: This button allows users to submit the completed form.
    • To maintain the integrity of the Case ID system, we have implemented a validation mechanism. When users select this button and are ejected from the New Vigilance Case module, a pop-up window may appear with the following message:
      
      *

      Background: This notification is triggered by the ID allocation system, which is designed to prevent duplicate Case IDs when multiple cases are initiated simultaneously or in rapid succession.

      • Example Scenarios:
        
        
        • If two users simultaneously create and submit their cases, the following change (or lack thereof) will be observed:
          
          
          • For one user, the Case ID in the following stages of the workflow will match the value displayed in this form.
            
            
          • For the other user, the Case ID will be one value greater than the value displayed in this form.
          
          
        • Similarly, if one user saves a case as a draft while another user submits a case, the Case ID for the submitted instance will be one value greater than the saved draft.

      
      

      Any necessary alterations to the Case ID will be communicated through this message. Users can dismiss the window by clicking either the Exit button (X) or the OK button.

    • Upon submission, this form will trigger the Vigilance Case Management workflow. The assigned reviewer will be tasked with reviewing the case.
      

      **If the assigned reviewer is the Case Reviewer, the task will be sent to the Pending Tasks folder associated with that role.