Complaints

Yes. Item and batch are read from a photo, label or form and linked to deliveries and production data – including other affected shipments.

Always Quality. The flow prepares all the facts – warranty, impact, history – and documents the decision and actions.

The flow creates the 8D report and fills in what the data shows. The 8D completeness check shows what is missing: D4 needs both the occurrence root cause and the non-detection root cause – if the root cause is only assumed or the non-detection cause is missing, the step stays open. In D5 and D6, it tracks the corrective actions with an action owner. For root cause analysis, the flow prepares 5 Whys and Ishikawa with data from earlier cases; it sets up 8D deadlines per customer.

Delivery and batch matching finds which deliveries and batches may be affected; batch containment suggests where stock needs to be blocked. Immediate actions – containment, blocking suspect parts or a sorting action – are triggered and documented. If affected batches have not been narrowed down, the complaint stays open.

Yes. Defect pattern classification and systematic defect matching compare each complaint with earlier cases; repeat defect analysis shows when the same defect has occurred again. An action without proof of effectiveness stays open until the effectiveness check is done – a generated report is not yet proof. This fits into your CAPA system; supplier complaints feed into the PPM evaluation.

With an RMA: RMA matching assigns every return to the complaint, and a return without RMA is detected and clarified. Beforehand, the flow checks complaint eligibility, such as warranty and deadline. Reworked goods only go back into stock after release; complaint closure follows once all actions are done.

That's exactly what the flow is built for. Every value it reads stays linked to the original document, and check rules match it against your ERP. Discrepancies, missing data or unclear matches create a task for the person responsible – with the document, the comparison and decision options. The case then continues right where it left off. Values that aren't in the document are never made up.

You decide: in the XFLOWLY Cloud on a dedicated virtual machine at Google Cloud in Frankfurt – or on your own server (on-premises) running Windows or Linux. Stored data is encrypted with AES-256, and credentials for your systems are additionally kept in a separate secret vault. You'll find all the details in the security factsheet on the platform page.

Easily: after a three-month minimum term, you can cancel XFLOWLY monthly with 14 days' notice. When your subscription ends, we provide a full export – documents, results and your flow definitions in machine-readable formats, available for 30 days at no extra cost. After that, your environment is deleted.