Setting up Action Plan Templates
Overview
Action Plan Templates in the Non-Conformance Management application for Microsoft Dynamics 365 Business Central allow organizations to define standardized corrective action workflows that can be reused across multiple non-conformances. Instead of manually creating action steps each time a quality issue occurs, templates provide a consistent, pre-defined set of actions that ensure all non-conformances of a specific type are handled according to established procedures.
For Food & Beverage organizations, Action Plan Templates are essential for:
- Ensuring consistent handling of quality issues across the organization
- Complying with regulatory requirements (GFSI, FDA, EU) that mandate documented corrective action procedures
- Reducing time spent on administrative tasks when creating action plans
- Standardizing response workflows for different types of non-conformances (customer complaints, vendor issues, internal defects)
- Automatically assigning responsibilities to the correct departments or personnel
When to Use This Feature
Use Action Plan Templates when you need to:
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Standardize Corrective Actions: Define a consistent set of steps that should be followed for specific types of quality issues
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Automate Action Plan Creation: Automatically populate action plans when creating non-conformances with specific sub-categories
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Ensure Compliance: Guarantee that all required corrective action steps are included and nothing is missed
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Save Time: Reduce manual data entry by reusing predefined action sequences
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Train New Users: Provide clear guidance on what actions should be taken for different quality scenarios
Prerequisites
Before creating Action Plan Templates:
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Number Series: Configure a number series for Action Plan Templates in Non-Conformance Setup
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User Roles: Create role codes that will be assigned to template lines (e.g., QUALITY, PRODUCTION, LOGISTICS)
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Categories and Sub-Categories: Set up Non-Conformance Categories and Sub-Categories to link templates
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Permission Sets: Users need the Non-Conformance Mgt - Setup permission set to create and manage templates
Setup Instructions
Step 1: Configure Number Series for Action Plan Templates
- Choose the Search icon, enter Non-Conformance Setup, and select the related link.
- In the Series section, ensure the Action Plan Template Nos. field has a valid number series assigned.
- If no number series exists, create one in Number Series setup first.
Step 2: Set Up User Roles
User Roles define the departments or functions responsible for action items.
- Choose the Search icon, enter User Roles, and select the related link.
- Create role codes for your organization:
| Role Code | Description |
|---|---|
| QUALITY | Quality Assurance Team |
| PRODUCTION | Production Department |
| LOGISTICS | Logistics/Warehouse Team |
| PURCHASING | Purchasing Department |
| SALES | Sales Department |
| MANAGEMENT | Management Team |
| LAB | Laboratory Team |
Step 3: Create an Action Plan Template
- Choose the Search icon, enter Action Plan Templates, and select the related link.
- The “Action Plan Template List” page opens showing all existing templates.
- Choose New to create a new template.
- The “Action Plan Template Card” page opens.
Step 4: Complete the Template Header
Fill in the header fields:
| Field | Description | Example |
|---|---|---|
| Code | Unique identifier for the template. Automatically assigned from number series or enter manually. | APT-00001 |
| Type | The non-conformance type this template applies to. Select from: Customer, Vendor, Internal, or Transport. | Vendor |
| Description | A clear description of the template’s purpose. | Vendor Quality Investigation |
Important: The Type field determines when this template is available for selection. For example, a template with Type = “Vendor” will only appear when creating action plans for vendor-related non-conformances.
Step 5: Add Template Lines
In the Lines section, add the standard actions for this template:
| Field | Description | Example |
|---|---|---|
| Description | The action to be performed. Be specific and clear. | Initial Investigation and Documentation |
| Function | The responsible user role. Select from User Roles list. | QUALITY |
| Max. Action Plan Time | Date formula specifying expected duration. Must be greater than 0D. | 1D (1 day), 3D (3 days), 1W (1 week) |
Example Template Lines for Vendor Quality Investigation:
| Line | Description | Function | Max. Action Plan Time |
|---|---|---|---|
| 1 | Receive and log complaint details | QUALITY | 1D |
| 2 | Quarantine affected materials | LOGISTICS | 1D |
| 3 | Conduct initial inspection | QUALITY | 2D |
| 4 | Perform root cause analysis | QUALITY | 5D |
| 5 | Contact vendor with findings | PURCHASING | 2D |
| 6 | Implement corrective actions | PRODUCTION | 5D |
| 7 | Verify effectiveness of corrections | QUALITY | 3D |
| 8 | Document and close investigation | QUALITY | 1D |
Step 6: Link Template to Sub-Categories (Recommended)
To enable automatic template selection:
- Choose the Search icon, enter Non-Conformance Categories, and select the related link.
- Select a category (e.g., QUALITY).
- Choose Sub-Categories from the action bar.
- For each sub-category that should use this template:
- Select the sub-category line
- In the Action Plan Template Code field, select the template you created
| Category | Sub-Category | Action Plan Template Code |
|---|---|---|
| QUALITY | CONTAMINATION | APT-00001 |
| QUALITY | FOREIGN-MATTER | APT-00001 |
| QUALITY | OUT-OF-SPEC | APT-00002 |
| PACKAGING | DAMAGED | APT-00003 |
Template Field Reference
Header Fields
| Field | Description |
|---|---|
| Code | Unique identifier assigned from the number series or entered manually |
| Type | Non-conformance type: Customer, Vendor, Internal, or Transport |
| Description | Descriptive text explaining the template’s purpose |
| No. Series | The number series used (read-only, set automatically) |
Line Fields
| Field | Description |
|---|---|
| Action Plan Template Code | Link to the parent template (read-only) |
| Line No. | Sequential line number (read-only, auto-assigned) |
| Description | The action or task to be performed |
| Function | The user role responsible for completing the action |
| Max. Action Plan Time | Date formula for expected duration (e.g., 1D, 3D, 1W, 2W, 1M) |
Date Formula Examples
| Formula | Meaning |
|---|---|
| 1D | 1 day |
| 3D | 3 days |
| 1W | 1 week |
| 2W | 2 weeks |
| 1M | 1 month |
| 1M+5D | 1 month and 5 days |
Copying Templates
To create a new template based on an existing one:
- Open the Action Plan Template List.
- Select the template you want to copy.
- Choose Copy Action Plan from the action bar.
- In the “Copy Action Plan Template” page:
- Review the source template information
- The new template will be created with a new code
- Choose OK to copy.
- A confirmation dialog asks if you want to open the new template.
- Modify the new template as needed (change Type, Description, or adjust lines).
This is useful when:
- Creating templates for different non-conformance types with similar actions
- Creating variations of existing templates for specific scenarios
- Building a library of templates from a base template
Example Scenarios
Scenario 1: Customer Complaint Template
A food manufacturer creates a template for handling customer complaints about product quality.
Template Header:
- Code: APT-CUST-01
- Type: Customer
- Description: Customer Product Quality Complaint
Template Lines:
| # | Description | Function | Time |
|---|---|---|---|
| 1 | Log complaint and acknowledge customer | SALES | 1D |
| 2 | Retrieve sample from retained inventory | QUALITY | 1D |
| 3 | Conduct laboratory analysis | LAB | 3D |
| 4 | Investigate production records | PRODUCTION | 2D |
| 5 | Prepare findings report | QUALITY | 2D |
| 6 | Communicate results to customer | SALES | 1D |
| 7 | Implement preventive actions | PRODUCTION | 5D |
| 8 | Close complaint and document lessons learned | QUALITY | 1D |
Linked Sub-Categories:
- QUALITY > TASTE-ISSUE → APT-CUST-01
- QUALITY > TEXTURE-ISSUE → APT-CUST-01
- QUALITY > APPEARANCE-ISSUE → APT-CUST-01
Scenario 2: Internal Audit Finding Template
A beverage company creates a template for handling findings from internal quality audits.
Template Header:
- Code: APT-INT-AUDIT
- Type: Internal
- Description: Internal Audit Finding Response
Template Lines:
| # | Description | Function | Time |
|---|---|---|---|
| 1 | Review audit finding details | QUALITY | 1D |
| 2 | Assess risk and impact | MANAGEMENT | 2D |
| 3 | Identify root cause | QUALITY | 5D |
| 4 | Develop corrective action plan | QUALITY | 3D |
| 5 | Implement corrective actions | PRODUCTION | 2W |
| 6 | Verify implementation | QUALITY | 3D |
| 7 | Conduct effectiveness review | QUALITY | 1W |
| 8 | Update documentation and procedures | QUALITY | 3D |
Scenario 3: Supplier Non-Conformance Template
A dairy processor creates a template specifically for raw material quality issues.
Template Header:
- Code: APT-VEND-RAW
- Type: Vendor
- Description: Raw Material Quality Non-Conformance
Template Lines:
| # | Description | Function | Time |
|---|---|---|---|
| 1 | Quarantine non-conforming material | LOGISTICS | 1D |
| 2 | Take samples for testing | LAB | 1D |
| 3 | Perform laboratory analysis | LAB | 2D |
| 4 | Document test results | QUALITY | 1D |
| 5 | Notify supplier of issue | PURCHASING | 1D |
| 6 | Request supplier investigation report | PURCHASING | 1W |
| 7 | Review supplier corrective actions | QUALITY | 3D |
| 8 | Decide on material disposition | QUALITY | 1D |
| 9 | Process return or disposal | LOGISTICS | 3D |
| 10 | Update supplier scorecard | PURCHASING | 1D |
Best Practices
Template Design
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Be Specific: Use clear, action-oriented descriptions (e.g., “Conduct laboratory analysis” instead of “Testing”)
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Logical Sequence: Arrange lines in the order they should typically be performed
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Realistic Timeframes: Set Max. Action Plan Time values that are achievable but encourage timely completion
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Appropriate Functions: Assign actions to roles that have the authority and capability to complete them
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Complete Coverage: Include all steps required for regulatory compliance and thorough investigation
Template Management
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Naming Convention: Use consistent naming for template codes (e.g., APT-TYPE-PURPOSE)
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Documentation: Use the Description field to clearly explain when to use each template
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Regular Review: Periodically review and update templates based on process improvements
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Version Control: When making significant changes, consider creating a new template rather than modifying an existing one that may be referenced in historical records
Linking to Sub-Categories
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Map Thoughtfully: Link templates to sub-categories based on the type of investigation required, not just the problem category
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Consider Type Matching: Ensure the template Type matches the typical Source Type of non-conformances using that sub-category
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Multiple Templates: Different sub-categories can use the same template if the corrective action process is identical
Troubleshooting
Cannot Create New Template
Symptom: Error when trying to create a new Action Plan Template.
Resolution:
- Open Non-Conformance Setup
- Verify Action Plan Template Nos. field has a valid number series
- Check that the number series has available numbers
Function Field Shows No Options
Symptom: The Function lookup on template lines shows no values.
Resolution:
- Open User Roles page
- Create the necessary role codes
- Return to the template and select the Function
Template Not Available When Creating Action Plan
Symptom: The expected template doesn’t appear in the selection list.
Resolution:
- Check the template Type matches the non-conformance Source Type
- Verify the template is not filtered out
- Ensure the sub-category is linked to the correct template
Max. Action Plan Time Error
Symptom: Error “must be greater than 0D” when entering Max. Action Plan Time.
Resolution:
- Enter a positive date formula (e.g., 1D, not 0D or -1D)
- Use valid date formula syntax: D=days, W=weeks, M=months, Y=years
Frequently Asked Questions (FAQ)
Q: Can I modify a template after it has been used to create Action Plans?
A: Yes. Modifying a template does not affect Action Plans that were already created from it. Changes only apply to future Action Plans created from the template.
Q: Can I have multiple templates for the same Type?
A: Yes. You can create as many templates as needed for each Type. Different sub-categories can be linked to different templates.
Q: What happens if I delete a template that is linked to sub-categories?
A: The link in the sub-category will be cleared. Existing Action Plans created from the template are not affected.
Q: Can I use the same template for different non-conformance types?
A: No. Each template is associated with one Type (Customer, Vendor, Internal, or Transport). To use similar actions for different types, create separate templates using the Copy function.
Q: How do I create a template for Transport type?
A: The Transport type requires the Bricklead Transport Management app to be installed. Once installed, you can select Transport as the Type when creating templates.