Access the module
Registering an occurrence
, as shown in the image below.
If the auto‑save option is enabled, clicking “register” will generate a new code for the occurrence, and it will immediately be created in the system.
If the auto‑save option is not enabled, the new code will only be generated when the occurrence is saved as a draft or submitted for approval.
Click here to learn more about the module settings.
Filling in the registration information
When you click “register,” the screen for entering the occurrence description fields will open.
General Tab
The General tab is the first one displayed, and the following fields must be filled out:
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Title (required): enter a clear and objective title for the occurrence to facilitate its identification in the list.
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Category (required): select the category for the occurrence. During the approval stage, the responsible approver may change it if necessary.
To view the available categories, click
, then select the desired category. -
Type (optional): enter the type of the occurrence. This field is not mandatory at the time of registration, as the responsible approver may define the appropriate type during the approval stage.
To view the available types, click
, then select the desired type. -
Customer (optional): select the customer related to the registered occurrence.
To view the available customers, click
, then select the desired customer. -
Suppliers (optional): the Supplier Management module must be enabled for this field to be filled out. This article provides more information about this process in that module.
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Materials and services (optional): the Supplier Management module must be enabled for this field to be filled out. This article provides more information about this process in that module.
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Location (optional): indicate the location where the occurrence took place.
To view the available locations, click
, then select the desired location. -
Approver (optional): select the employee responsible for evaluating and approving this occurrence.
To view the employees who can approve, click
, then select the desired employee. -
Description: Provide a detailed description of the situation that led to the creation of this occurrence. Use the toolbar to format the text.
In the Action Plan tab, you can register the immediate actions that have been carried out or are currently in progress.
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Name (required): a brief and clear description of what needs to be done.
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Responsible (optional): select the employee responsible for carrying out the action.
To view the available employees, click , then select the desired employee.
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Verifier (optional): select the employee responsible for verifying the effectiveness of the action.
To view the available employees, click , then select the desired employee.
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Location (optional): select the location where the action will be executed.
To view the available locations, click , then select the desired location.
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Plan type (optional): define whether the action is immediate, corrective, preventive, or an improvement opportunity.
To select the type, click , then choose the desired option.
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Start and end dates (optional): define the action’s execution period. When the deadline expires, the system will automatically notify the responsible person.
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Estimated cost (optional): specify the estimated cost of the action.
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Description (optional): describe how the action should be carried out.
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Justification (optional): describe why the action must be performed.
After filling in all the required information, click “Register.”
Once completed, the system will notify the responsible person that they have a pending activity, and it will appear linked to the occurrence.
Attachments Tab
In the Attachments tab, you can upload all the documents necessary to provide evidence related to the occurrence.
to open your computer’s file selection window. Select the desired file and then click ‘Open’ to upload it to the system.
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Attachment functions:
Click 3-3 to select all files.
Select a file and click 4-3 to remove it.
To download the selected files, click 5-2.
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Search:
Locate a file by name by clicking 6-2, sort from A to Z, or sort by the oldest uploaded files.
To refresh the list, click 7-2.
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Pagination:
Choose how many items to display per page and navigate using options 8-2.
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Attachment options:
By clicking the context menu on an attachment (e.g., .jpg), you can rename the file, preview it, download it, or remove it.
4. Saving the registered occurrence
Auto-save
While filling out the occurrence registration form, it is important to pay attention to whether the system is automatically saving the information.
The save status is displayed directly on the occurrence registration screen in the message “Changes Saved.”
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Save draft: the occurrence is saved as a draft and can be edited (as many times as needed) before being submitted for approval.
When the occurrence is saved as a draft, the current stage is shown as “In creation”, under the responsibility of the employee who started the registration.
To save a draft, click
, next to the “Save” button, and then select “Save draft.”
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Save: this is the option used to proceed to the next stage, where the occurrence is forwarded for approval. It will appear in the general list with the status “Awaiting Evaluation.”
To save, click 
, next to the “Save” button, and then select “Save,” or click directly on the 
button.
The issuer will not be able to make changes after submitting the occurrence for approval.