Quality

XBuddy Quality ensures your products and processes meet standards consistently. Create inspection checklists, record non-conformances, track corrective actions, and build an audit trail that proves compliance.

Quality is not just a module for ISO-certified manufacturers. Any business that needs to verify work before releasing it to a customer — from field service technicians completing a job checklist to a food producer testing a batch — can benefit from a structured quality process.

XBuddy Quality connects directly to Manufacturing (trigger inspections at production stages), Inventory (inspect goods on receipt), and Field Service (complete inspection before closing a job). Every result, every finding, and every corrective action is recorded with a timestamp and user attribution.

Key Features

• Configurable inspection checklists per product or process type
• Pass, fail, and conditional grading with numeric scoring support
• Non-conformance reports (NCR) with root cause analysis fields
• Corrective and preventive action (CAPA) tracking with due dates
• Quality metrics dashboard: pass rate, NCR trends, and CAPA closure rate
• Integration with Manufacturing for production stage checkpoints
• Supplier quality evaluation and scorecards
• Audit management with finding tracking and evidence attachment
• Photo and document evidence attachment to inspections and NCRs
• ISO 9001-aligned workflow support

Getting Started

1. Create inspection templates for your key products or service types
2. Link inspection templates to production order stages or job types
3. Record your first inspection result using the checklist execution view
4. Log a non-conformance and assign a CAPA with a due date
5. Review the quality metrics dashboard to see your pass rate trend

Common Use Cases

• ISO 9001 compliance: A certified manufacturer links every production batch to an inspection record, giving auditors a complete, timestamped quality trail without paper files.
• Food safety traceability: A food producer records inspection results against lot numbers so that if a recall is needed, the affected batches can be identified within minutes.
• Field service quality: A service company requires technicians to complete an inspection checklist before closing a job, attaching photos of the completed work and capturing a customer signature.

QC Templates Management

Create reusable inspection templates at /quality/templates and apply them to any inspection type.

Template Structure

Each template contains:

• Name — a descriptive label (e.g., “Incoming Goods — Electronics”)
• Reference type — one of: general, production, incoming, outgoing, process
• Checklist items — ordered list of inspection points, each with:
  • type: pass_fail, numeric, or text
  • label: the question or measurement name
  • mandatory: boolean — if true, the item must be completed before the inspection can be submitted
  • minValue / maxValue: applicable only for numeric items; defines the acceptable range

Creating a Template

POST /quality/templates

{
  "name": "Incoming Goods — Electronics",
  "referenceType": "incoming",
  "items": [
    { "label": "Packaging intact", "type": "pass_fail", "mandatory": true },
    { "label": "Voltage (V)", "type": "numeric", "mandatory": true, "minValue": 220, "maxValue": 240 },
    { "label": "Batch notes", "type": "text", "mandatory": false }
  ]
}

Full CRUD is available: GET /quality/templates, GET /quality/templates/:id, PUT /quality/templates/:id, DELETE /quality/templates/:id.

Note: Deleting a template does not delete historical inspection records that used it. Those records retain a snapshot of the template at the time of execution.

Quality Reports

The Quality reports page provides three tabs for monitoring inspection outcomes and NCR trends.

Tab 1 — Overview

Four KPI cards summarize the current period at a glance:

Tab 2 — Pass Rate Trends

A CSS-based bar chart shows pass rate by week or month over the selected date range. Hovering a bar reveals the raw passed/failed counts for that period.

Tab 3 — NCR Analysis

Breaks down open and closed NCRs by reference type, root cause category, and assignee. Useful for identifying systemic quality issues that require process changes rather than one-off fixes.

Date Range Presets

All tabs share presets: Last 7 days, Last 30 days, Last 90 days, and Custom range.

NCR Assignment & Escalation

Assigning an NCR

PUT /quality/ncrs/:id/assign

Request body:

{
  "assigneeId": "usr_abc123",
  "dueDate": "2026-04-15"
}

Setting a dueDate activates the overdue detection engine. Once the due date passes without the NCR being resolved, it appears in the overdue endpoint.

Fetching Overdue NCRs

GET /quality/ncrs/overdue

Each record in the response includes two computed fields:

Results are sorted by severityWeight DESC, daysOverdue DESC, so the most critical and most delayed NCRs surface first.

Note: Only NCRs with an explicit dueDate appear in the overdue list. NCRs without a due date are not included, regardless of age.

Workflows & Processes

Inspection & NCR Workflow

1. Create inspection — Linked to production order, goods receipt, or field service job
2. Execute checklist — Inspector works through pass/fail or numeric items; attaches photos and notes
3. Pass or fail — System calculates overall result; pass → item released; fail → item flagged for review
4. Fail → NCR creation — Failed items trigger NCR (Non-Conformance Report); root cause analysis required
5. Assign CAPA — Corrective Action assigned to responsible party with due date; tracked to closure
6. CAPA completion — Quality confirms action taken; NCR marked closed; trend data captured

Quality Audit Cycle

1. Plan audit — Quality manager schedules process audit (monthly or quarterly) with scope and team
2. Conduct audit — Team walks through process; documents findings and evidence (photos, process gaps)
3. Capture findings — Each finding recorded with severity (critical, major, minor, observation)
4. Closing meeting — Present findings to process owner; agree on timelines for corrective actions
5. Track remediations — Audit findings linked to CAPAs; system follows up to closure
6. Archive audit — Complete audit record retained for internal and external auditor review

Integration Points

• Manufacturing Module — Quality checkpoints embedded in production workflows; inspection gates progression
• Inventory Module — Incoming goods inspections triggered on GR; failed batches quarantined
• Field Service Module — Job completion checkpoints require quality sign-off before closure
• Procurement Module — Supplier quality scorecards track defect rates per vendor; informs reorder decisions
• HR Module — Quality training and certification records linked to inspector qualifications
• Analytics Module — Quality dashboards: pass rates, NCR trends, CAPA closure rates, audit findings

FAQ

Q: Can I make inspection items conditional (show/hide based on answers)?
A: Yes. Set up conditional logic in template: “IF item A = ‘fail’, THEN display item B (root cause)”. Reduces unnecessary questions.

Q: How do I track trend data (e.g., defect rate trending down)?
A: Quality reports show pass rate trends over time. System aggregates by product, work center, or supplier to spot systemic improvements or degradation.

Q: What if a CAPA due date passes without closure?
A: System flags overdue CAPAs in the dashboard. Escalation notifications sent; manager required to update status or extend due date with justification.

Q: Can I pull data from Quality for compliance reports (ISO, FDA, etc.)?
A: Yes. Export audit records, NCR summaries, and CAPA closure reports as PDF. All records timestamped and signed for regulatory submissions.