Use case 1: Organize correspondence with a consultant

This use case involves managing correspondence about requirements for a specific project. The process ensures that all interactions are documented and accessible, helping to maintain clear communication and thorough records.

We meet members of the Stegmann Labs team, a fictitious contract laboratory where PLA 3.0 plays an essential role in every step of bioassay analysis.

About this use case

Xiaoling, the QA specialist at Stegmann Labs, utilizes Contact and Note documents to track her discussions with Marcus, the regulatory consultant. These documents let her organize and reference their correspondence, ensuring compliance requirements are clearly understood and properly addressed.

Xiaoling stores relevant communication records, including:

  • Contact information: Details about the organization and contact person, such as name, title, e-mail address, and phone number.

  • Communication history: Logs of meetings, e-mails, phone calls, and their outcomes.

This ensures that all communication is systematically organized, which lets her quickly retrieve the relevant details during audits or inspections. The audit trail of her documents automatically tracks who changed what, when, and why, ensuring compliance with regulatory requirements​​​.

Contact information

To store detailed information about the contact, Xiaoling uses a Contact document as shown in the following figure:
Figure 1. Contact document with details of a regulatory consultant

Communication history

To clarify project-related details, Xiaoling regularly consults with Marcus. Using Note documents, Xiaoling keeps track of what they discussed in each case.

The following figure shows the Dashboard of a Note document that Xiaoling used to document a meeting:
Figure 2. Dashboard of a Note document with details about a phone call with a contact person
Tip: To structure her notes, Xiaoling uses MediaWiki syntax.

Linking contact information and communication history

To keep contact and related communication history together, Xiaoling adds references to the Note documents in the Contact document:
Figure 3. Remarks in a Content document with references to Notes documents

With this setup, the Dashboard of the Contact document shows all linked documents and Xiaoling can quickly jump to the relevant details.

Figure 4. Dashboard of a Contact document with details about two linked Note documents