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  1. Smartforms (Essentials)
  2. Using Smartforms
  3. Integrations

Configuring the Smartforms - Quality Management Integration

Kaitlyn Burke
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Who is this article for?

  Administrators who want to set up the integration for their organisation.

  Primary Admin (ISE) and Workflow Designer (IQME) permissions are required.

Before you can boost your Issue Management with the many benefits the integration offers, you need to set it up. This article walks you through how to complete the configuration.

  1. Admin Setup
  2. Issue Setup

1. Admin Setup

To configure the integration in Smartforms:

  1. Go to Settings.
  2. Select Advanced.
  3. Choose Integrations.
  4. Enter your IQM Domain URL, User Agent, and API Key.
    You can obtain these by reaching out to our Support Team.
  5. Test your details to make sure there is a successful connection.

If the connection fails, ensure that the API User Agent has the permissions to access and execute all workflows utilised by the integration.

This can also be done by the Ideagen Projects team before onboarding a new customer.

2. Issue Setup

Before your users use the integration, you need to make sure your Business Rules are set up correctly. This requires you to configure Issue Categories and Issue Flags, followed by setting up the Issue Rules.

Issue Categories and Issue Flags

To configure these:

  1. Go to Settings.
  2. Select Advanced.
  3. Choose Issue Setup.
  4. Define your Issue Types.
    Think of these as categorisation. Types are useful for creating Rules to ensure the right actions take place after an Issue is raised (e.g.: Non-Conformance, Maintenance, etc.).

  1. To rename Types, click the name and type your own preferred label.
  2. To add new Types, click the Plus icon at the bottom of the list.
  3. Switch to the "Issue Flags" tab.
  4. Define your Issue Flags.
    Flags are useful for creating Rules to ensure the right triggers are executed and appropriate people are notified when an Issue is raised. Most organisations use Flags as an indicator of priority, but you can use them for any purpose (e.g. Urgent, Low, Affects Staff, etc.).
  5. To rename Flags, click the name and type your own preferred label.

Now that you have set up your Issues, you can use these to create Rules that will trigger workflows in Quality Management.

Issue Rules

To create these:

  1. Navigate to Operations.
  2. Switch to the "Business Rules" tab.
  3. Click the Plus button to add a new Rule.

  1. Give your Rule a Title (e.g. ‘Trigger Corrective Actions Workflow’).
  2. Select Issue raised as your workflow trigger.
  3. Click Create

You are now ready to build your Rule.

Rules are set up as ‘If, then’ statements. On the left side of the dialog, you will want to choose the criteria that your Issue needs to meet to initiate the rule.

The most common fields used are Type and Flag, so it's a good thing we set these up already!

To set criteria:

  1. Look for the IF... section.
  2. Select a field from the dropdown.
  3. Choose the value for that field.
  4. Add additional criteria/fields using the AND/OR options.
    If you select AND, the Issue will have to match both sets of criteria.
    If you select OR, the Issue will have to match only one set of criteria.

Once you have set the criteria, you are now ready to set up the action that will follow.

To set actions:

  1. Look for the THEN... section.
  2. Click the Add button.
  3. Choose Create IQM Workflow.

  1. Select the Workflow from the dropdown.
    This will populate the field that can be mapped from the Smartforms Issue to the IQM Workflow.
  2. Map your fields.
    Issue fields can only be mapped to Text fields in IQM, so be sure they are available in your workflow.
    Make sure there is a different IQM field available for each Smartforms field being mapped.
  3. Optionally, tick the box to include associated Operation from Smartforms that triggered the Issue.
    Associated Op PDFs can only be mapped to External File fields in IQM, so be sure one is available in your workflow.
    This is highly recommended as there can be valuable information from the Op that should be shared with the IQM user responsible for the workflow.

You're all set! Rules are saved automatically, so you can safely leave the screen.

You can create as many Rules as necessary for various Issue Types to ensure that each one raises its own IQM Workflow, as required.

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