10.1. Create Vigilance Record

In the New Vigilance Record form, users can create a new vigilance record by linking one or more approved vigilance cases. This process consolidates information from the selected cases, facilitating effective management.

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

1. Record ID: This field is automatically populated with a unique identifier for the vigilance record. It ensures that each record can be distinctly referenced and tracked within the system.
2. Assign Case(s) to This Record: This grid allows users to assign one or more approved vigilance cases to the record.
   • Add: This button allows users to add a new case.
     • If selected, it will display the Select Case(s) form.
       

       **As cases 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 ( )

       *

       When a vigilance case is linked to the record, its relevant details will populate the following fields in the form:

       • Record Name
       • Business Division
       • Business Line
       • Assignment Group
       • Region
       • Country
       • Site
       • Reviewer
         
         

       Additionally, all rules associated with the case’s region will appear in the Select Rule(s) accordion, and all affected products will appear in the Product(s) accordion.

       !If additional cases are assigned, their regional rules and products will populate the corresponding accordions, but the main form fields will still display data from the first case linked to the record.

       • These fields can be modified as needed; however, to avoid losing changes, users should ensure that all required cases are assigned beforehand, as updates will be overwritten with each assignment.

     !!After a case is assigned to a vigilance record and the record is submitted, the case cannot be reassigned to another record.

3. Record Name: This is a text field that allows users to input a name for the vigilance record. It is a mandatory field.
4. 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 record with a specific division within the organization.
   

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

5. 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 record on a specific business line.
   

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

6. 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 record to a responsible team for oversight.
   
   *

   This field links an existing group to the record 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 record creator is unavailable.
7. 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 record.
   
   *

   Selecting a region from this field filters the available options in the Country field.

   • Regions are created and managed in the Region module under Location Settings.
8. 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.
9. 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.

10. Record Creation Date: This is a date picker that allows users to input/select the date when the vigilance record is created.
11. Record Deadline: This is a date picker that allows users to input/select the date by which the vigilance record must be addressed or closed.
12. Record Last Update: This is a date-time picker that allows users to input/select the most recent date and time the record was updated.
13. Impact: This is a single-select dropdown field that retrieves the list of active impact levels in the system. It allows users to assign an impact level to the vigilance record based on the severity of the incident(s) in the associated case(s).
    

    **Impact levels are created and managed in the Vigilance Impact List under Vigilance Settings.

14. RCA Owner: 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 assessing and treating the vigilance record.
    • RCA = Root Cause Analysis
      

      !!The RCA Owner dropdown retrieves a filtered list of users, displaying only those that are part of the RCA Owner group. This list of users can be adjusted in the Groups tab of the Organization Management (Admin) application.

15. Check Effectiveness Reviewer: This is a single-select dropdown field that retrieves the list of active users and roles in the system. It allows for the selection of the party responsible for reviewing the effectiveness of implemented actions.
16. Reviewer: This field is automatically populated with the user, role, or group assigned as the reviewer for the first case linked to the record. It cannot be modified.
    • The designated party will be responsible for reviewing the vigilance record.
      

      !!This field is mandatory. Since a reviewer cannot be assigned without an associated case, at least one approved vigilance case must be linked to the record before it can be submitted.

17. Accordions: The form includes several collapsible sections, known as accordions, which each serve a specific purpose.
    • Select & Assign Rule(s)
    • Select & Assign Product(s)
    • Record Related To (Optional)
18. 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.

19. Submit Form: This button allows users to submit the completed form.
    • Upon submission, this form will trigger the Vigilance Record Management workflow. The assigned reviewer will be tasked with reviewing the record.