Creating a recall notice

Use the following procedure to create a recall notice using the Recall Coordinator or Recall Manager space.

Note: 

Depending on your organization's implementation of Recall Management, notices can also be entered in the Recall Portal or the Supplier Portal, or you can use Lawson Spreadsheet designer to import notices. Notices that are created using any of these methods appear on the Pending Notices tab along with all unreleased notices entered from Recall Coordinator or Recall Manager space.

To create a recall notice

  1. Access Recall Coordinator > Process Notices (or Recall Manager > Process Notices).
  2. From the Actions menu on any notices list, select Create.
    Recall Group

    Required.

    Name

    Required. Type a name for the recall notice.

  3. On the General tab, add description, indicate if the recall is for equipment or goods, add dates, manufacturer information, and so on. Use the following guidelines to enter field values.
    Description

    Required. Type a description for the recall notice.

    Type

    You must select a notice type before you can release the notice.

    Equipment

    Select this field to indicate the recall is for equipment.

    If this field is not selected, then the recall is for products or goods. Whether this field is selected will change product query options.

    Announcement Date

    Required. Select the date on the recall bulletin.

    Received Date

    The current date will default.

    Coordinator

    You must assign a coordinator before you can release the notice.

    Source

    Internal will default. Other values are Third Party, FDA, and Supplier. Use these other values for notices that are entered from an import or Supplier Portal.

    Task Instruction

    Required. This will default to each Product that is added.

  4. From the Actions menu, select Save.
  5. On the Product tab, define the product or products that are being recalled. Creating products for a recall notice
  6. Optional. Run a query on Lawson transactions.
    1. From the Actions menu, select Product Transaction Query or Equipment Transaction Query
    2. Use the fields on Query Transactions For Product Usage to define the transaction date range for the query, which transactions and documents to run the query on, and default values for the tasks that are created from the query.
      Priority

      Required. Indicate the default priority for the tasks that are created from the query: High, Medium, or Low.

      Due Date

      Required. Indicate the default due date for the tasks that are created from the query.

    3. Select OK

      or

      Select Schedule... to schedule the action to run later.

    If there are Lawson transactions associated with the products identified on the notice, they will display at the bottom of the Products tab.

    The query will run in the background. You can view the progress under MyActions > My Scheduled Actions. When it is complete, the Last Query Run date will be populated, Tasks will have been created and assigned, and the back office transactions should appear under each product.

    If no Lawson transactions are found in the query, an alert icon displays next to the product. If you hover over the icon, it displays "Transactions do not exist for this product."

  7. On the Tasks tab, you can review tasks that are added automatically from the Product Transaction Query.

    You can edit tasks, or you can manually create new tasks.

    • If a task is unassigned, or to assign a task to a different user, use the Reassign Task action.

    • If a recall is not related to a product that is tracked in Lawson, the product does not have any history or activity in Lawson, or you need additional tasks, you can manually create ad hoc tasks.

      1. On the Tasks tab, select the HelperList.

      2. From the list of users, select the responder for your new task.

      3. Select Attach Task.

      4. On Instructions, define the task priority, due date, and task instruction.

      5. Select OK.

    Some tasks that are not associated with a location (agreement lines, procurement templates) are added to one large task. You must assign that one task to one responder or coordinator. In addition, if tasks don't have a responder, they are combined in one large task. You must assign the task to one responder or coordinator. If you wish to break down a task, you (or your Recall Administrator) can go back to your organization, add responders, and then re-run the Product Transaction Query.

  8. Optional. On the References tab, you can attach documents, links, or other identifiers to the notice.
    1. From the Actions menu, select Create.
    2. Use the fields on Create Reference to define the reference:
      Identifier Id

      Use this field to add other identifiers to the notice, such as FDA ID. One ID can be specified as the working ID. This ID will show up on all lists in the application for reference or filtering.

      Link

      Use this field to add a link.

      Attachment

      Use this field to add file as an attachment.

    3. From the Actions menu, select Save.
  9. Optional. On the Comments tab, you can add comments for the notice. These comments are used primarily by the coordinator. Comments can include file attachments.
    1. From the Actions menu, select Create.
    2. Use the fields on Create Comment to define the reference. Title and Description text are required.
    3. From the Actions menu, select Save.

    Comments can be added to a closed notice if additional information is received after it is processed.

  10. Optional. On the Domains tab, associate domains with the notice. Select the HelperList.

    Assigning domains drives notifications based on the users within the assigned organization structure.

  11. Optional. On the Notifications tab, you can review and manage the list of users who will receive emails when the notice is released.

    General notification emails are different from tasks. They are more "for your information" and they do not include an activity that must be acknowledged and resolved before the notice can be closed.

    The notifications list is the list of responders and users who were indicated as watchers within the organization structure for the domains entered on the notice. You can manage this list by adding or deleting individuals before you release the notice.

    If a user is a responder and they have no task, the user receives a general notification email.

    If a user is a responder and they have a task, the application displays an alert icon and the user will receive one task email.

    Notifications are sent (e.g. task acceptance, task completion, notice closure, etc) as determined by the Recall Group setup.

    Notifications are not tied to the Product Transaction Query action.

  12. There are 2 ways to get users into the Notification tab: 2-
    1. Attach Domain will bring in users regardless of whether transactions were found for their location.
    2. If Domains are not used, you can specify on the transaction query to pull in watchers. This will only pull in watchers/notification records if there are transactions for a location.
  13. Once the notice is complete, release the notice. From the Actions menu, select Release.