Recordings in the Quality Management Module

What Is a Recording? #

Azumuta has an exceptional feature: Recordings. A recording is an organized repository of data related to a product order that has been executed (be it partially or completely) by an operator.

The types of data that are stored in a recording include:

• The version of a work instruction that was used in the product order.
• The name of the operator who worked using that work instruction on a product order.
• The date & time of that work instruction’s execution, as well as the date & time for the execution of each instruction step.
• The time spent by the operator on that work instruction, as well as the time spent on each individual instruction step.
• The answer to all product checks on that work instruction.

A recording can be used for various purposes, such as:

• For traceability purposes: you can see which employee(s) worked on a particular product, what they did, and when & for how long they worked on it.
• To keep track of your plant’s and your employees’ performance: You can also use the information from your current recordings as a benchmark for future improvements.
• As a regulatory compliance tool: in some industries (e.g., food & beverage and pharmaceuticals), you will need to have an electronic batch records system in place to fulfill regulatory requirements.
• And many other use cases.

How to See the List of Recordings? #

There are 2 levels where recordings are stored:

• On the module level
• On the work instruction level

We will provide a more detailed explanation of both levels in the guide sections below:

How to See the List of Recordings on the Module Level #

1. Click on “Quality Management” in the homepage sidebar.
2. Click on “Quality Procedures”.
3. Click on the “Recordings” tab.

Here’s an explanation of the recordings list in this module:

1. This column shows the type of each recording and its status.
2. This column shows the work instruction for each recording, as well as its version.
3. This column shows the execution date & time of each recording, as well as the name of the operator that executed it/will execute it.
4. This column shows the report for each recording. A report contains various valuable information, such as the answer to each product check, the date & time of each instruction step’s execution, and the duration spent by the operator on each instruction step.
5. This column provides a three-dot icon for each recording. When clicked, you can fill out the work instruction (as an admin), edit the recording, delete the recording, and add/edit the status of the recording.
6. Click to search for a specific recording.
7. You can navigate between pages of the recording list here.

How to See the List of Recordings on the Work Instruction Level #

Besides seeing the list of recordings on the module level, you can also see the list of recordings on the work instruction level. By doing this, you will only see the list of recordings that are linked to a specific work instruction.

Here’s how to see the list of recordings that are linked to a work instruction:

1. Navigate to the work instruction for which you want to see the list of recordings.
2. Click on the “Recordings” tab.

The list of recordings on the work instruction level will have the same interface as the one on the module level.

How to Search for a Specific Recording #

Besides navigating to the list of recordings on the module/work instruction level and looking for a recording manually, you can also use our Advanced search feature. This feature will lead you to the desired recording by configuring the search options.

How to Access the Advanced Search Feature #

But before we demonstrate you how to use the advanced search feature, we will first show you how you can access it. There are 2 ways to access the advanced search feature:

• By accessing it from the list of recordings on the module/work instruction level
• By accessing it from the search bar

Accessing the Advanced Search Feature from the List of Recordings on the Module/Work Instruction Level #

1. Simply click on “Advanced search”, as shown below:

Accessing the Advanced Search Feature from the Search Bar #

1. Click on the search bar.
2. Click on “Recordings”.

How to Use the Advanced Search Feature #

Now that you know how to reach the advanced search feature, we will continue by explaining how this feature works.

This feature has many search options that can be used to pinpoint you to a specific recording. Here are the search options that you can use:

1. Select whether you would like to include/exclude all archived modules, folders, article categories, and work instructions in your search.
2. Enter the name of the module/folder/article category/work instruction that hosts the recording you’re looking for.
3. Select the module (s), folder(s), article category(ies), and work instruction(s) that you would like to include/exclude from your search.
4. By ticking this, you can search for a recording by inputting its product order number name. (Only works for recordings that fall under the Quality Management module).
5. By ticking this, you can search for a recording by inputting its execution date/date range.
6. By ticking this, you can search for a recording by inputting an answer from an operator to one of its product checks.
7. By ticking this, you can narrow your search by filtering recordings based on their status.
8. When you’ve finished configuring the search options (No. 1-7), click on “Search”.
9. After you’ve finished configuring the search options (No. 1-7) and you’ve clicked on “Search” (No.8), your search results will appear here.
10. You can navigate between the search results pages here.

Note: You can use one or multiple search options.