FS-DOC-03Operations
Process Runbook / SOP
Quality Control Checklist
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This runbook is the day-to-day operating guide for everyone involved in the Quality Control Checklist process: inspectors, team leads, and the operations manager. It explains exactly what the automation handles, what your team needs to do, how to respond when something goes wrong, and who to call for help. FullSpec has built and configured the entire automated workflow. Your team's responsibility is the single human checkpoint described in Section 02 and the routine maintenance tasks in Section 05.
01Process overview
The Quality Control Checklist process captures inspection results the moment an inspector submits a digital form, logs them to a central Airtable record, classifies any failures by severity, creates and assigns corrective actions automatically, sends real-time Slack alerts for critical findings, and delivers a formatted weekly summary to the management team every Monday morning. The entire downstream workflow runs without manual data entry. The only step that stays with your team is physically confirming that a corrective action has been resolved before the record is closed in Airtable.
Process name
Quality Control Checklist
Trigger
An inspector submits a completed checklist via Google Forms
Final output
A timestamped Airtable inspection record, a closed corrective action (where applicable), and a weekly QC summary email sent via Gmail every Monday at 07:00
Agents running
QC Review Agent (processes each submission); Reporting Agent (runs every Monday at 07:00)
Tools involved
Google Forms, Airtable, Slack, Gmail
Weekly volume
Approximately 30 inspections per week (120 per month)
Human checkpoint
Operations Manager confirms corrective action resolved in Airtable (approximately 5 minutes per action)
Process owner
[Your name] — Operations Manager
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02Step-by-step: what happens and who acts
What you actually need to do: there is one human step in this entire process. After a corrective action is created and assigned, the assigned team member must physically verify the issue is resolved and then mark the corrective action as Closed in Airtable. Every other step runs automatically without anyone needing to log in or take action.
Step
What happens
Who acts
Type
1
The inspector opens the Google Forms checklist on their phone, tablet, or computer, works through each checklist item for the batch or unit being inspected, and submits the completed form. The form captures the inspector name, batch or unit identifier, timestamp, and a pass, fail, or not-applicable result for every line item.
Inspector
Human
2
The automation platform receives the form submission instantly via webhook and writes every field to a new inspection record in the Airtable QC log. The record is created with a unique inspection ID, all checklist results, the inspector name, the submission timestamp, and the batch reference. No manual data entry is required.
Automation
Automated
3
The QC Review Agent reads the newly created Airtable record and evaluates each failed item against the configured severity classification rules. It determines whether any failure meets the threshold for a critical or major finding based on the criteria the operations team defined during setup.
QC Review Agent
Automated
4
If one or more critical or major failures are found, the QC Review Agent automatically creates a linked corrective action record in Airtable. The record includes the defect details, the inspection reference number, the failure category, the severity level, and a due date pre-populated based on severity rules. If no qualifying failure is found, this step is skipped.
QC Review Agent
Automated
5
A formatted Slack alert is sent to the designated operations manager channel. The message includes the batch identifier, the specific checklist items that failed, the severity classification, and a direct link to the corrective action record in Airtable. The alert arrives within one minute of the form being submitted.
QC Review Agent
Automated
6
The QC Review Agent assigns the corrective action to the correct team member in Airtable based on the failure category routing rules, and sends that person a Slack direct message with the task details, the due date, and a link to the Airtable record. The assignee does not need to be told separately by a manager.
QC Review Agent
Automated
7
The assigned team member completes the physical remediation or corrective work. Once done, they notify the operations manager and the operations manager opens the corrective action record in Airtable, confirms the resolution is satisfactory, and sets the status to Closed. This is the only step that requires a human decision before the record can be finalised.
Operations Manager
Human
8
Every Monday at 07:00 the Reporting Agent runs automatically. It queries all Airtable inspection records from the previous seven days, calculates pass and fail rates by product category and inspector, counts open corrective actions, and formats the results into a plain-language summary email sent to the management distribution list via Gmail. No one needs to compile or send this report.
Reporting Agent
Automated
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03Handling exceptions
Situation
What the system does
What you do
An inspector submits the form but leaves required fields blank or submits an incomplete checklist
The automation platform validates the submission on receipt. If mandatory fields are missing, the record is flagged with a status of Incomplete in Airtable and no corrective action is created. A Slack notification is sent to the operations manager channel identifying the inspector name and the missing fields.
Contact the inspector and ask them to resubmit the checklist with all fields completed. If the inspection cannot be repeated, manually update the Airtable record with the available information and set the status to Reviewed.
A duplicate form submission is received for the same batch and inspector within a short window (for example, the inspector accidentally hits submit twice)
The QC Review Agent checks for an existing record with the same batch identifier, inspector name, and submission timestamp within a 10-minute window. If a duplicate is detected, the second record is created with a status of Possible Duplicate and flagged in Airtable for review. No second corrective action is created.
Open the flagged record in Airtable, confirm it is a duplicate, and delete or archive the duplicate entry. If the two submissions contain different answers, contact the inspector to clarify which is correct before closing.
A failure category in the submitted form does not match any configured severity rule (for example, a new product type has been added but its failure criteria have not been set up yet)
The QC Review Agent logs the inspection record as normal but sets the severity field to Unclassified and sends a Slack alert to the operations manager noting that the failure could not be automatically classified. No corrective action is created automatically.
Review the unclassified failure manually in Airtable, assign a severity level by hand, and create a corrective action if needed. Then inform FullSpec at support@gofullspec.com so the new failure category can be added to the classification rules.
The assigned corrective action owner does not respond or mark the action as resolved by the due date
The Reporting Agent includes all overdue corrective actions in the Monday weekly summary email, flagged as Overdue. Airtable's built-in views also surface overdue records in the open actions dashboard.
Contact the assignee directly to confirm status. If the issue is genuinely resolved but not recorded, ask the assignee to confirm and then close the record yourself in Airtable. If the issue is unresolved, escalate within your team and update the due date in Airtable.
Slack is unavailable or a Slack alert fails to deliver at the time of a critical failure submission
The automation platform logs the failed Slack notification attempt and retries up to three times with a two-minute gap between attempts. If all retries fail, the corrective action record is still created in Airtable with full details, and the failure is logged in the automation platform's error log.
Check Airtable directly if you suspect a Slack alert was not received. The corrective action record will always exist in Airtable regardless of Slack availability. Report persistent Slack delivery failures to support@gofullspec.com.
The Monday Reporting Agent does not fire or the weekly summary email is not received by the management team
The automation platform logs the scheduled trigger attempt and any errors encountered. If the Gmail send fails, up to two retries are attempted within the same hour. The underlying Airtable data is unaffected.
Check the automation platform's run history to confirm whether the scheduled trigger fired. If the email was not sent, you can run the report manually by contacting FullSpec at support@gofullspec.com, who will re-trigger the report run. Check the management distribution list email addresses are still current in the platform settings.
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04Who to contact and when
Fill in once your team is confirmed. Add the names and contact details for the roles listed below before going live. The FullSpec rows are fixed and do not need to be edited.
Role
Name
How to reach them
Process owner (Operations Manager)
[Your name]
[Your email or phone]
QC Inspector (primary)
[Inspector name]
[Inspector email or phone]
QC Inspector (backup)
[Inspector name]
[Inspector email or phone]
Team Lead
[Team Lead name]
[Team Lead email or phone]
Corrective action escalation contact
[Name]
[Email or phone]
FullSpec builder (build questions, rule changes, new inspection types)
FullSpec team
support@gofullspec.com
FullSpec support (errors, automation failures, missed alerts)
FullSpec support
support@gofullspec.com
For any situation where the automation is not running as expected, for example alerts not arriving, corrective actions not being created, or the weekly report not sending, contact FullSpec at support@gofullspec.com before making any changes to the Airtable base or form configuration. Changes made directly to the schema can disrupt the workflow.
05Ongoing maintenance
Whenever inspection criteria change or a new product category is added
Notify FullSpec at support@gofullspec.com with the updated failure criteria or new category details. Do not edit the Google Form or Airtable severity rules directly. FullSpec will update the QC Review Agent classification logic and the form fields, then confirm the change is live.
Process owner, then FullSpec
Whenever the weekly summary email template needs updating (for example, new metrics, different layout, or a new recipient address)
Send the requested changes to FullSpec at support@gofullspec.com. Include the exact wording or metric changes required. FullSpec will update the Reporting Agent email template and test the output before the next Monday send.
Process owner, then FullSpec
Monthly spot-check (first week of each month)
Open Airtable and review the inspection records from the previous month. Confirm that all submitted forms have created records, that pass and fail rates look consistent with expectations, and that no records are stuck in an Incomplete or Unclassified status from the prior period. Close or escalate any outstanding corrective actions.
Operations Manager
Weekly error-log review (every Monday, after the report arrives)
After receiving the weekly Gmail summary, check the Airtable open corrective actions view for any overdue items flagged by the Reporting Agent. If the report does not arrive by 08:00 on Monday, check the automation platform's run log or contact FullSpec.
Operations Manager
Whenever a team member joins, leaves, or changes role
Update the contact table in this runbook. Notify FullSpec if the person was a Slack channel member receiving alerts or a recipient on the Gmail management distribution list. FullSpec will update the routing rules and alert destinations before the change takes effect.
Process owner, then FullSpec
Quarterly volume review (every three months)
Review the total inspection volume against the 120 per month baseline used to configure the automation. If volume has grown significantly or new inspection types have been added, contact FullSpec to confirm the current setup can handle the load and that classification rules still reflect actual operations.
Operations Manager
The most common maintenance issue for this process is new product categories or updated failure criteria being defined by the team but not communicated to FullSpec, causing inspections in those categories to land as Unclassified in Airtable and miss automatic escalation. Any time your team changes what counts as a critical or major failure, contact FullSpec before the change goes into effect on the inspection floor.
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