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CAPA Record JSON Payload Generator

When quality records need to move between a QMS, an ERP and a dashboard, the first step is agreeing on the fields. This generator produces a readable CAPA JSON payload you can use for API testing or integration design.

Fill in

CAPA number

Source NCR number

Title

Type

Severity

Root cause

Corrective action

Action owner

Due date

Effectiveness check date

Generated code

Download:

Payload

{
  "capaId": "CAPA-2026-0042",
  "sourceRecords": [
    { "type": "NCR", "id": "NCR-2026-0317" }
  ],
  "title": "Burrs on bore of housing PN-48213",
  "type": "Corrective",
  "severity": "Major",
  "status": "Open",
  "rootCause": {
    "description": "Boring tool wear limit not defined in the work instruction",
    "verified": false
  },
  "actions": [
    {
      "description": "Define tool life limit of 400 parts and add tool change check to the control plan",
      "owner": "Manufacturing engineer",
      "dueDate": "2026-11-30",
      "status": "Planned"
    }
  ],
  "effectivenessCheck": {
    "plannedDate": "2027-02-28",
    "criteria": "No recurrence of the defect in the next 3 production lots",
    "result": null
  }
}

This is a generic data model for testing and design discussions, not the schema of any specific QMS or ERP. Map the field names to your system's API documentation before use. Do not send test payloads to a production endpoint.

Quality data integration review

Optional: an expert reviews your QMS and ERP fields and suggests an integration approach.

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How to use the payload

Fill in the fields to match a realistic record, then copy the JSON into your API testing tool, a mock server or an integration specification. It shows a model with a link back to the source NCR, a verified flag on the root cause, a list of actions with owners and dates, and a planned effectiveness check. Adjust field names to the target system. Use it to agree with your vendor which fields are mandatory before building the interface.

Why these fields matter

The model reflects what auditors look for in a CAPA record: the trigger, the verified cause, actions with accountability, and a planned check that the fix worked. Keeping the effectiveness check as a first-class object avoids the common failure of closing a CAPA once actions are done. Linking the CAPA to its source records supports trend reports that show how many NCRs lead to a CAPA, and how long each stays open.

Source link to NCR, audit finding or complaint
Verified root cause with evidence
Actions with owner and due date
Effectiveness criteria stated up front

Integration cautions

Write-back into a quality system should use the vendor's supported API and a service account with limited rights, and anything that changes a record should be reviewed by a person. Avoid free-text dates; use ISO 8601 format as shown. Plan how attachments such as photos and 8D reports are handled, because many APIs treat them separately from the main record. Test on a sandbox, never on production data.

Frequently Asked Questions

Is this the format of a specific QMS?

No. It is a generic model for design and testing. Each QMS has its own field names and required values, so map this to your vendor's API documentation.

Why is the root cause marked verified false?

Because a record is often created before the cause is proven. Setting the flag to true only after evidence is attached prevents unproven causes from being treated as confirmed.

Can I add more actions?

Yes. Add more objects to the actions array, each with its own owner and due date. Most CAPAs have a containment action, a corrective action and an update to documents.

What date format should I use?

Use ISO 8601 dates, such as 2026-11-30. They sort correctly, avoid day and month confusion between regions, and are accepted by most APIs.

If you are connecting CAPA data to an ERP, we can help design a read-only integration with human approval for any write-back.

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