How to configure the registration settings and default occurrence form in Qualiex?

We know that, in some scenarios, certain pieces of information are essential for specific processes but may not be as relevant in others. With this in mind, Qualiex allows you to adjust these settings according to each organizational context.

1. Access the module

Click here to learn how to access the Occurrences module in Qualiex.(placeholder)

2. Locating the Occurrences module settings

After accessing the module, locate and click the “Settings” tab, which is positioned in the lower-left corner of the screen as the last tab.

To access and manage the Settings tab, you must have the Manage permission assigned to your Role. This permission is defined under Roles and Permissions > Settings. (placeholder)

3. Understanding the occurrence registration settings

This group of settings refers to specific definitions related to the process of registering an occurrence.

The button indicates that the setting is enabled; those identified with are disabled. To enable or disable an option, simply click the buttons.

Allow anonymous registration: when this option is enabled, users will be able to register occurrences anonymously in your occurrence management process. This means the issuer of the occurrence will remain anonymous.

This setting supports employee engagement in reporting situations that need to be communicated and addressed, without identifying the person who registered the occurrence, for example, out of fear of retaliation.

Only anonymous registration: when this option is enabled, all new occurrences will have an anonymous issuer, with no exceptions. This is recommended for processes where all occurrences must be registered anonymously.

Auto‑save: while the user is registering an occurrence, the record is automatically saved, allowing completion at a later time. The occurrence will remain pending completion and submission for approval, and during this period it will appear with the status “In creation.”

It is not possible to enable the auto‑save option together with anonymous occurrence registration, because traceability of both the information and the issuer is necessary for saving the draft. Therefore, you can enable either the anonymous registration settings or the auto‑save settings — but not both simultaneously.

Allow the responsible person and the verifier to be the same user: When this option is enabled, the person responsible for the occurrence can also be the verifier. In many cases, this setting remains disabled, since the person executing the action is typically not the same person who will evaluate the effectiveness of the action. However, when enabled, it becomes possible to assign the same user as both responsible and verifier if this scenario is appropriate for the organization.

Allow attachment viewing before approval: When this option is enabled, collaborators involved in handling the occurrence may view attachments even before it is approved. When it is disabled, attachments will only be visible after the occurrence has been approved.

4. Understanding the default occurrence registration form

It is possible to configure certain fields that will be used when registering occurrences. Depending on the process, a field may not be necessary or may not need to be mandatory for all occurrences. In such cases, it is possible to customize these fields.

Items marked with are visible for completion, while those marked with are hidden.

Items marked with are not mandatory, and those marked with are required fields.

To change any of these settings, simply click the corresponding buttons.

Now let’s understand the purpose of each configuration:

Type: this is a selection field that will always be visible (it is a system default and cannot be customized) in the occurrence registration form. However, you may define whether the field is mandatory or not.
Customer: this is a selection field used to link the customer to the occurrence at the time of registration. You may define whether this field is visible and whether completing it is mandatory.
Location: this is a selection field used to indicate where the occurrence took place. You may define whether this field is visible and whether completing it is mandatory.

Important! Disabling the “Location” field may impact users who have access restrictions or permissions based on their work location.
Example: view occurrences only from my location.

Approver: this is a selection field used to define the employee responsible for approving the occurrence. If selecting an approver is not necessary for your process, this field can be disabled, and it will no longer appear when registering new occurrences.

Important! If the Approver field is disabled, it will not be possible to restrict which employees receive the occurrence registration notification—it will be sent to all users who have approval permission. When the field is enabled and mandatory, only the selected approver will be notified.

After making the necessary changes, click

The changes will apply only to new occurrences.