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How to Create a Corrective and Preventative Action (CAPA) Form

This guide explains how to configure the pre-loaded Corrective and Preventive Action (CAPA) Calendar Item in the EHS-Dashboard so corrective actions can be assigned, tracked by due date, and closed out following incident reports, inspections, audits, and safety observations.

Step 1: Log Into the EHS-Dashboard and Navigate to Custom Forms

  1. Log into the EHS-Dashboard.
  2. Navigate to the Admin section.
  3. Select Forms -> Custom Forms.


Screenshot 2026-02-06 at 12.40.04 PM

Screenshot 2026-02-06 at 12.41.43 PMNote: Each environment includes a default CAPA form template that can be edited to meet site-specific needs.

Also, for additional guidance on building Custom Forms (field types, conditional logic, triggers, and layout), refer to the Custom Forms Help Guides:
https://48766036.hs-sites.com/en-us/ehs-dashboard-knowledge-base/custom-forms

Step 2: Open the CAPA Form Template for Editing

  1. Locate the CAPA Calendar Item in the form list.

  2. Click the pencil icon to edit the form.

Screenshot 2026-02-09 at 4.35.38 PMNote: This being a Calendar Item ensures CAPAs appear on calendars, support due dates, and generate reminders.

Step 3: Review and Configure the CAPA Form Fields

Review the existing fields and update them as needed to support corrective action tracking and closure.

Example fields to include:

CAPA Details:
Corrective Action Description
Corrective Action Type
Due Date
Responsible Party

Completion and Verification:
Completion Notes
Completion Date
Verified By
Verification Notes

Screenshot 2026-02-09 at 4.39.28 PM

 Step 4: Configure Email Notification Triggers

Configure email alerts so responsible parties and leadership are notified as CAPAs approach due dates or are completed.

Common CAPA notifications include:

When CAPA Is Overdue:
Notify Responsible Party
Notify EHS Manager

When CAPA Is Completed:
Notify EHS Manager
Notify Supervisor

Note: For step-by-step instructions on configuring email notifications and templates, refer to the Email Alerts Help Guide:
https://48766036.hs-sites.com/en-us/ehs-dashboard-knowledge-base/email-alerts

Step 5: Save the Updated CAPA Form

  1. Click Save.

  2. Confirm the updates to the CAPA Calendar Item are applied.

Outcome

Once configured, the CAPA Calendar Item provides a consistent, visible, and auditable way to assign corrective actions, track due dates, and document completion across EHS workflows.