Workflow Template

Supplier Corrective Action Request Workflow

Manages the lifecycle of a Supplier Corrective Action Request from initial submission through supplier response, quality engineer review, verification of effectiveness, and closure, with revision loops for rejected responses and ineffective actions.

Chasing suppliers for corrective action responses, tracking review decisions and confirming actions actually worked usually means scattered emails and spreadsheets. This workflow runs the full Supplier Corrective Action Request lifecycle: it captures the nonconformance, emails the supplier for root cause and corrective actions, routes the response to a quality engineer for review, and loops back to the supplier if a response is rejected or later found ineffective, before closing the record. Quality engineers and supplier contacts drive it forward, with the requester and supplier notified automatically at key points.

Business Outcomes

Faster supplier response times with automated request emails and reminders built into each step
Fewer dropped SCARs since every record carries a status, reference number and full timeline
Clearer accountability with quality engineer review decisions and comments captured on the record
Reduced back-and-forth admin through automatic revision loops for rejected or ineffective responses
Better visibility into open vs closed SCARs via status-based table views and dashboards

Workflow Steps

Steps

1
Create SCAR Recordcreate record
Creates the SCAR record from the submitted intake form.
2
Set Status to Issuedupdate record
Sets the SCAR status to Issued.
3
Email Requester Acknowledgementsend email
Emails the requester an acknowledgement with the SCAR reference number.
4
Request Supplier Responserequest external input
Emails the supplier contact the nonconformance and containment requested, asking for containment taken, root cause, corrective and preventive actions and target dates.
5
Set Status to Under Reviewupdate record
Sets the SCAR status to Under Review once the supplier response is received.
6
Quality Engineer Review Taskcreate task
Quality engineer reviews the supplier's response and records an accept/reject decision with comments.
7
Save Review Decisionupdate record
Persists the review decision and comments to the record.
8
Route on Review Decision
Routes to acceptance/verification or to rejection and supplier revision based on the quality engineer's decision.
review_decision: "Accept"→Set Status to Verifying
review_decision: "Reject"→Set Status to Response Rejected
Default→End
9
Set Status to Response Rejectedupdate record
Sets the SCAR status to Response Rejected.
10
Request Revised Supplier Responserequest external input
Emails the supplier contact the review comments and requests a revised root cause and actions.
11
Save Revised Responseupdate record
Persists the supplier's revised root cause and actions to the record.
12
Return to Reviewrestart from step
Restarts the workflow from the review task so the quality engineer can re-review the revised response, up to 3 times.
13
Set Status to Verifyingupdate record
Sets the SCAR status to Verifying.
14
Verify Corrective Action Effectivenesscreate task
Quality engineer verifies whether the corrective and preventive actions taken were effective, with no due date.
15
Save Verification Resultupdate record
Persists the verification result and evidence to the record.
16
Route on Verification Result
Routes to closure if effective, or back to the supplier for another revised response if not effective.
verification_result: "Effective"→Set Status to Closed
verification_result: "Not effective"→Set Status to Response Rejected (Verification Failed)
Default→End
17
Set Status to Response Rejected (Verification Failed)update record
Sets the SCAR status back to Response Rejected because the verification found the actions not effective.
18
Request Revised Supplier Response (Post-Verification)request external input
Emails the supplier contact the verification findings and requests a further revised root cause and actions.
19
Save Revised Response (Post-Verification)update record
Persists the supplier's further revised root cause and actions to the record.
20
Return to Verificationrestart from step
Restarts the workflow from the verification stage to re-check effectiveness of the revised actions, up to 2 times.
21
Set Status to Closedupdate record
Sets the SCAR status to Closed since the corrective actions were verified effective.
22
Email Closure Noticesend email
Emails the requester and the supplier contact that the SCAR is closed.
23
Email Closure Notice to Suppliersend email
Emails the supplier contact that the SCAR is closed.

Fields

Show all 21 fields

FormSupplier Corrective Action Request Intake

Requester Name*· Text
Requester Email*· Email
Supplier*· Text
Supplier Contact Name*· Text
Supplier Contact Email*· Email
Nonconformance Description*· Long text
Affected Items and Quantities*· Long text
Containment Requested*· Long text
Evidence· File upload

TaskQuality Engineer Review Task

Review Decision*· Choice
Review Comments*· Long text

TaskVerify Corrective Action Effectiveness

Verification Result*· Choice
Verification Evidence· Long text

Other fields

SCAR Status· Choice
Containment Taken· Long text
Root Cause· Long text
Corrective Actions· Long text
Preventive Actions· Long text
Target Dates· Text
Revised Root Cause· Long text
Revised Corrective/Preventive Actions· Long text

Requester Name*
Requester Email*
Supplier*
Supplier Contact Name*
Supplier Contact Email*
Nonconformance Description*

Forms

Supplier Corrective Action Request Intake

9 fields

Data Views

SCAR Requests

supplier_name, nonconformance, affected_items, scar_status

Dashboard Widgets

SCAR Requests by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

supplier corrective action requestSCARsupplier qualityvendor corrective actionsupplier nonconformance

Similar Workflows

Supplier Performance Review Workflow Supplier Risk Assessment Workflow Nonconformance Management Workflow

Similar Categories

Quality Management Finance & Procurement Risk Management

FAQs

How do I set up this SCAR workflow for my team?

Publish the template in your workspace and it's ready to run — no installation or development project needed. You can start issuing SCARs against the public request form or your own intake process right away, and adjust steps afterwards as you learn what your suppliers and quality engineers need.

How does the supplier submit their corrective action response?

The supplier contact receives an emailed form asking for containment taken, root cause, corrective actions, preventive actions and target dates. They fill it in without needing an account, and their answers are saved directly to the SCAR record.

Who reviews the supplier's response, and what happens at that decision point?

A quality engineer works through a review task, recording an accept or reject decision along with comments. If accepted, the record moves into verification; if rejected, the status changes to Response Rejected and the supplier is emailed for a revised response.

What happens if the quality engineer rejects a supplier's response more than once?

The workflow can loop back to the review task up to three times, each time sending the supplier a revised request with the review comments attached. This keeps the back-and-forth contained within the same SCAR record instead of spinning up separate emails or tickets.

How is effectiveness of corrective actions verified?

Once a response is accepted, the status moves to Verifying and a quality engineer completes a verification task recording a result — effective or not effective — along with supporting evidence. This task has no due date, so it can be completed once the corrective action has had time to take effect.

What happens if the verification finds the actions were not effective?

The status returns to Response Rejected and the supplier is emailed the verification findings with a request for further revised root cause and actions. This verification loop can repeat up to two times before the SCAR is escalated for other handling.

Can I customise the questions asked on the intake or supplier response forms?

Yes. Describe the change you want in plain English, or edit the steps directly in the workflow editor, and earlier versions of the workflow are kept so you can compare changes. This applies to the intake form fields, the supplier response questions, and the email content at each step.

Who gets notified when a SCAR is closed?

The workflow emails both the requester and the supplier contact a closure notice once the corrective actions are verified effective and the status is set to Closed. The full history of decisions, revisions and verifications remains on the record's timeline.

Does the supplier need to create an account to take part?

No. Supplier contacts respond entirely through emailed forms tied to their SCAR record, and requesters interact through the public request form. Neither needs a workspace login to submit information.

How do I track how many SCARs are open versus closed?

Each SCAR is a record with a reference number, a current status such as Issued, Under Review, Verifying or Closed, and a timeline of everything that happened. Table views and dashboards group these records by status so you can see open, in-review and closed SCARs at a glance.

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