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How to create traceability tasks

Follow these instructions to be able to trace all the information needed regarding your prepared products.

Please note: Traceability task setup is only available on our desktop version. You need to set up the traceability tasks in order to attach entries to your prepared products.

  • On your desktop, log in to your FoodDocs account.
  • Navigate to Traceability > Traceability tasks.
  • You'll see a list of default tasks that can be customized according to your needs.

Traceability tasks

Review the default traceability tasks

  • In the initial view, you'll only see the active default tasks. To view more templates, apply the "All tasks" filter.
  • Under the “In use” column, toggle on each task that is relevant to your location. Toggle off all tasks that are not relevant to your location.
  • Once you've finished, reapply the "Active tasks" filter.

Food traceability

Customize the default traceability tasks according to your needs

  • To modify any of the traceability task setups, simply click on the task row you wish to change.
  • The task setup will open in a panel. On the left side of the panel, you'll see a preview of the task in the mobile app, while on the right side, you can adjust the setup to suit your requirements.
  • You have the option to rename the task, rearrange the order of the fields (by dragging and dropping them), add instructions if needed, add additional fields, and remove any that are unnecessary.

Traceability task setup

Create new traceability tasks from scratch

Tip: If you need to trace received ingredients, it cannot yet be done in the traceability module. To set up a control for receiving ingredients, create a monitoring task under the Monitoring module. Read here How to set up a new monitoring task from scratch.

  • To create a new traceability task from scratch, simply click on the ADD button.

Add new traceability task

  • Name the task. The task name should describe the activity that it’s completing. For example, if the task is intended for quality control, name your task "Product Quality Control". This ensures that the task filling process proceeds quickly and smoothly.
  • Select whether the task is related to equipment, rooms, or none. Choose the equipment/room relation only if it is significant to you. For instance, if you have multiple deep-frying lines and it's crucial to know on which line the product was processed, you should select the connection with equipment to trace back to the specific lines.
  • Once selections are completed, proceed by clicking the NEXT button.

Traceability task relations

Tip: The fields for entry filling date, time, and who filled out the task are automatically attached for each entry by us.

  • Add instructions for the task to explain any important details needed. For example, specify when and how the task needs to be carried out. You can also include pictures, videos, or web links in the instructions if necessary.
  • Set up the fields for the task and provide a name (heading) for each field to clarify the required information. There are various field types explained as follows:
    • Enter temperature: This field is for measuring temperature and allows you to define a temperature range. If the recording is out of range, you can set up a corrective action (with answering selections) for the user to select. For instance, it could be used to monitor the product's inner temperature during cooking or cooling.
    • Enter date: Users can select a date from the calendar. This field helps reduce human error, such as typos in date format. This field is useful for various purposes, such as monitoring the start date of the entry, if the entry needs to be filled out in several parts.
    • Enter time: Users can select the time from a scrolling menu, ensuring the correct time format and smooth field completion. This field is useful for various purposes, such as monitoring the start time of the entry, if the entry needs to be filled out in several parts.
    • Enter amount: This field is suitable for recording quantities. Users can input numbers, and the unit needs to be selected from a predefined dropdown list. For fields with a consistent unit, consider using the "Enter numeric value" field, where the unit can be predefined in the setup. For example, it could be used on the dispatch sheet to record the dispatched amount accurately.
    • Enter text: This is a free text field where users can input any information. This field is useful for Comments.
    • Enter numeric value: Similar to the temperature field but allows defining the unit. If the range is unlimited, any value entered will be accepted. For example, this field is suitable for recording microbiological analysis results. It could also be used for product weight control; if the weight needs to fall within a specific range, the user will be alerted if the product weight is out of range.
    • Choose multiple answers: Users can select multiple predefined options simultaneously, and custom answers can also be added. This is suitable for the "Issues" field, where predefined problems can be selected, and multiple choices can be made.
    • Choose one answer: Users can select only one predefined option. Custom answers are not available for this field type. This could be used in the Dispatch task, where Customers can be predefined, and users can quickly select which customer the product was dispatched to.
    • Attach a photo/file: Users can attach photos or files to the entry, with an unlimited number allowed. However, please note that the size limit for each file is 5 MB. This field is suitable if visual information would be helpful for the task entry, for example, to attach a photo of the product.

Traceability task instructions

 

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