Corrective Actions

Overview

Corrective actions are tasks created to address issues identified during inspections (submissions). When inspectors flag non-compliant items, those flags can be converted into actionable tasks for resolution. Workflow:

Inspector completes a submission and flags non-compliant items
System captures flagged items with notes and photos
Manager reviews flagged items report
Tasks or work orders are created from flagged items
Issues are resolved and verified

Get Flagged Items

Retrieve all flagged (non-compliant) items from submissions.

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/submissions/flagged-items" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "checklistId": "template-uuid",
    "dateFrom": "2024-12-01",
    "dateTo": "2024-12-31",
    "locationIds": ["location-uuid"]
  }'

Request Body:

Field	Type	Required	Description
`checklistId`	string	No	Filter by template
`dateFrom`	string	No	Start date (YYYY-MM-DD)
`dateTo`	string	No	End date (YYYY-MM-DD)
`locationIds`	string[]	No	Filter by locations
`flagCategoryIds`	string[]	No	Filter by flag categories
`assigneeIds`	string[]	No	Filter by submitter

Response:

{
  "status": "success",
  "code": 200,
  "data": [
    {
      "submissionId": "submission-uuid-1",
      "submissionDate": "2024-12-15T10:30:00Z",
      "submissionNumber": "SUB-2024-001234",
      "template": {
        "id": "template-uuid",
        "title": "Daily Safety Inspection"
      },
      "location": {
        "id": "location-uuid",
        "name": "Building A - Floor 2"
      },
      "submitter": {
        "id": "user-uuid",
        "fullName": "John Smith"
      },
      "flaggedItem": {
        "id": "item-uuid",
        "title": "Fire extinguisher inspection tag current?",
        "sectionTitle": "Fire Safety",
        "answer": "no",
        "flagNote": "Tag expired 2 months ago. Needs immediate replacement.",
        "flagCategory": {
          "id": "category-uuid",
          "name": "Safety Violation"
        },
        "attachments": [
          "https://storage.example.com/photos/expired-tag-001.jpg"
        ]
      }
    },
    {
      "submissionId": "submission-uuid-2",
      "submissionDate": "2024-12-16T14:00:00Z",
      "submissionNumber": "SUB-2024-001248",
      "template": {
        "id": "template-uuid",
        "title": "Daily Safety Inspection"
      },
      "location": {
        "id": "location-uuid",
        "name": "Building A - Floor 2"
      },
      "submitter": {
        "id": "user-uuid-2",
        "fullName": "Jane Doe"
      },
      "flaggedItem": {
        "id": "item-uuid-2",
        "title": "Emergency exit clear and unobstructed?",
        "sectionTitle": "Fire Safety",
        "answer": "no",
        "flagNote": "Boxes blocking exit. Moved to storeroom.",
        "flagCategory": {
          "id": "category-uuid-2",
          "name": "Housekeeping"
        },
        "attachments": []
      }
    }
  ]
}

Flag Categories

Flag categories help classify issues for routing and reporting.

List Flag Categories

curl -X GET "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/flag-categories" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Response:

{
  "status": "success",
  "code": 200,
  "data": [
    {
      "id": "category-uuid-1",
      "name": "Safety Violation",
      "description": "Issues affecting personnel safety",
      "color": "#FF0000"
    },
    {
      "id": "category-uuid-2",
      "name": "Maintenance Required",
      "description": "Equipment needing repair or service",
      "color": "#FFA500"
    },
    {
      "id": "category-uuid-3",
      "name": "Housekeeping",
      "description": "Cleanliness and organization issues",
      "color": "#0000FF"
    },
    {
      "id": "category-uuid-4",
      "name": "Documentation",
      "description": "Missing or expired documentation",
      "color": "#808080"
    }
  ]
}

Create Flag Category

curl -X POST "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/flag-category" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Regulatory Compliance",
    "description": "Issues requiring regulatory attention",
    "color": "#9932CC"
  }'

Request Body:

Field	Type	Required	Description
`name`	string	Yes	Category name
`description`	string	No	Category description
`color`	string	No	Hex color code for visual identification

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "id": "new-category-uuid",
    "name": "Regulatory Compliance",
    "description": "Issues requiring regulatory attention",
    "color": "#9932CC",
    "createdAt": "2024-12-20T10:00:00Z"
  }
}

Update Flag Category

curl -X POST "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/flag-category" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "id": "category-uuid",
    "name": "Updated Category Name",
    "description": "Updated description",
    "color": "#FF6600"
  }'

Include the id field to update an existing category. Without id, a new category is created.

Delete Flag Category

curl -X DELETE "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/flag-category/{categoryId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Create Corrective Action Tasks

Convert flagged items into tasks for resolution.

Create Task from Flagged Item

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/tasks" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "title": "Replace expired fire extinguisher tag - Building A Floor 2",
    "description": "Found during Daily Safety Inspection (SUB-2024-001234).\n\nIssue: Tag expired 2 months ago. Needs immediate replacement.",
    "startDate": "2024-12-20T09:00:00Z",
    "dueDate": "2024-12-20T17:00:00Z",
    "priority": "High",
    "assignees": ["maintenance-user-uuid"],
    "locationIds": ["location-uuid"],
    "AssetId": "fire-extinguisher-asset-uuid",
    "attachment": ["https://storage.example.com/photos/expired-tag-001.jpg"]
  }'

Create Work Order from Flagged Item

For issues requiring facility maintenance.

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/tasks/work-orders" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "title": "Repair emergency exit door - Building A Floor 2",
    "description": "Found during Daily Safety Inspection.\n\nIssue: Door not closing properly. Safety hazard.",
    "startDate": "2024-12-20T09:00:00Z",
    "dueDate": "2024-12-21T17:00:00Z",
    "priority": "High",
    "locationIds": ["location-uuid"],
    "ServiceTypeId": "maintenance-category-uuid"
  }'

Common Workflows

Automated Corrective Action Processing

Daily Corrective Action Report

#!/bin/bash
# Generate daily corrective action report

WORKSPACE_ID="your-workspace-uuid"
TODAY=$(date +%Y-%m-%d)
YESTERDAY=$(date -d "yesterday" +%Y-%m-%d)

# Get flagged items from yesterday
FLAGGED=$(curl -s -X POST "https://api.xenia.team/api/v1/ops/workspaces/${WORKSPACE_ID}/submissions/flagged-items" \
  -H "x-client-key: YOUR_KEY" \
  -H "x-client-secret: YOUR_SECRET" \
  -H "workspace-id: ${WORKSPACE_ID}" \
  -H "Content-Type: application/json" \
  -d "{
    \"dateFrom\": \"${YESTERDAY}\",
    \"dateTo\": \"${TODAY}\"
  }")

# Count by category
echo "Flagged Items by Category:"
echo "$FLAGGED" | jq -r '.data | group_by(.flaggedItem.flagCategory.name) | .[] | "\(.[0].flaggedItem.flagCategory.name): \(length)"'

# Count by location
echo ""
echo "Flagged Items by Location:"
echo "$FLAGGED" | jq -r '.data | group_by(.location.name) | .[] | "\(.[0].location.name): \(length)"'

# List high-priority items (Safety Violations)
echo ""
echo "Safety Violations requiring immediate attention:"
echo "$FLAGGED" | jq -r '.data[] | select(.flaggedItem.flagCategory.name == "Safety Violation") | "\(.location.name): \(.flaggedItem.title)"'

Bulk Create Tasks from Flagged Items

#!/bin/bash
# Create corrective action tasks for all flagged items

WORKSPACE_ID="your-workspace-uuid"

# Get unprocessed flagged items
FLAGGED=$(curl -s -X POST "https://api.xenia.team/api/v1/ops/workspaces/${WORKSPACE_ID}/submissions/flagged-items" \
  -H "x-client-key: YOUR_KEY" \
  -H "x-client-secret: YOUR_SECRET" \
  -H "workspace-id: ${WORKSPACE_ID}" \
  -H "Content-Type: application/json" \
  -d '{
    "dateFrom": "2024-12-19",
    "dateTo": "2024-12-20"
  }')

# Process each flagged item
echo "$FLAGGED" | jq -c '.data[]' | while read item; do
  TITLE=$(echo "$item" | jq -r '.flaggedItem.title')
  LOCATION_ID=$(echo "$item" | jq -r '.location.id')
  LOCATION_NAME=$(echo "$item" | jq -r '.location.name')
  NOTE=$(echo "$item" | jq -r '.flaggedItem.flagNote')
  SUBMISSION_NUM=$(echo "$item" | jq -r '.submissionNumber')
  CATEGORY=$(echo "$item" | jq -r '.flaggedItem.flagCategory.name')

  # Set priority based on category
  PRIORITY="Medium"
  if [ "$CATEGORY" == "Safety Violation" ]; then
    PRIORITY="High"
  fi

  # Create task
  curl -s -X POST "https://api.xenia.team/api/v1/ops/workspaces/${WORKSPACE_ID}/tasks" \
    -H "x-client-key: YOUR_KEY" \
    -H "x-client-secret: YOUR_SECRET" \
    -H "workspace-id: ${WORKSPACE_ID}" \
    -H "Content-Type: application/json" \
    -d "{
      \"title\": \"Corrective Action: ${TITLE}\",
      \"description\": \"Source: ${SUBMISSION_NUM}\\nLocation: ${LOCATION_NAME}\\nCategory: ${CATEGORY}\\n\\nIssue: ${NOTE}\",
      \"startDate\": \"$(date -u +%Y-%m-%dT%H:%M:%SZ)\",
      \"dueDate\": \"$(date -u -d '+3 days' +%Y-%m-%dT%H:%M:%SZ)\",
      \"priority\": \"${PRIORITY}\",
      \"locationIds\": [\"${LOCATION_ID}\"]
    }"

  echo "Created corrective action for: ${TITLE}"
done

Track Corrective Action Resolution

Monitor Open Corrective Actions

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/tasks/list" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "page": 1,
    "pageSize": 50,
    "sort": {
      "field": "dueDate",
      "direction": "ASC"
    },
    "searchText": "Corrective Action",
    "filters": {
      "taskStatus": ["Open", "In Progress", "On Hold"]
    }
  }'

Verify Resolution with Follow-up Inspection

Link a follow-up inspection to verify the corrective action was completed.

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/tasks/{taskId}/edit" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "ChecklistId": "verification-checklist-uuid",
    "isChecklistRequired": true
  }'

Best Practices

Define clear flag categories

Create categories that match your operational needs (Safety, Maintenance, Compliance, etc.). Clear categories enable better routing and reporting.

Include context in corrective actions

When creating tasks from flagged items, include the source submission number, original inspector notes, and any photos. This context helps assignees understand and resolve issues.

Set appropriate priorities

Use flag categories to drive priority. Safety violations should typically be high priority; housekeeping issues may be lower priority.

Track resolution time

Monitor how long corrective actions take to resolve. Chronic delays may indicate systemic issues or resource constraints.

Verify fixes

For critical issues, attach a verification checklist to the corrective action task. This ensures the fix is confirmed before the task is closed.

Automate where possible

Use scheduled jobs to automatically generate corrective action tasks from flagged items. This ensures nothing falls through the cracks.

Reporting Integration

Export Flagged Items for BI

# Extract flagged items for business intelligence
curl -s -X POST "https://api.xenia.team/api/v1/ops/workspaces/${WORKSPACE_ID}/submissions/flagged-items" \
  -H "x-client-key: YOUR_KEY" \
  -H "x-client-secret: YOUR_SECRET" \
  -H "workspace-id: ${WORKSPACE_ID}" \
  -H "Content-Type: application/json" \
  -d '{
    "dateFrom": "2024-01-01",
    "dateTo": "2024-12-31"
  }' | jq '[.data[] | {
    date: .submissionDate,
    location: .location.name,
    template: .template.title,
    category: .flaggedItem.flagCategory.name,
    item: .flaggedItem.title,
    note: .flaggedItem.flagNote
  }]' > flagged_items_2024.json

Submission Workflow - Complete inspections that generate flags
Task Management - Create and manage corrective action tasks
Work Orders - Facility maintenance requests
Submission Exports - Export flagged items reports

Getting Started

Workflows

Integrations

Overview

Get Flagged Items

Flag Categories

List Flag Categories

Create Flag Category

Update Flag Category

Delete Flag Category

Create Corrective Action Tasks

Create Task from Flagged Item

Create Work Order from Flagged Item

Common Workflows

Automated Corrective Action Processing

Daily Corrective Action Report

Bulk Create Tasks from Flagged Items

Track Corrective Action Resolution

Monitor Open Corrective Actions

Verify Resolution with Follow-up Inspection

Best Practices

Reporting Integration

Export Flagged Items for BI

Getting Started

Workflows

Integrations

​Overview

​Get Flagged Items

​Flag Categories

​List Flag Categories

​Create Flag Category

​Update Flag Category

​Delete Flag Category

​Create Corrective Action Tasks

​Create Task from Flagged Item

​Create Work Order from Flagged Item

​Common Workflows

​Automated Corrective Action Processing

​Daily Corrective Action Report

​Bulk Create Tasks from Flagged Items

​Track Corrective Action Resolution

​Monitor Open Corrective Actions

​Verify Resolution with Follow-up Inspection

​Best Practices

​Reporting Integration

​Export Flagged Items for BI

​Related Guides

Overview

Get Flagged Items

Flag Categories

List Flag Categories

Create Flag Category

Update Flag Category

Delete Flag Category

Create Corrective Action Tasks

Create Task from Flagged Item

Create Work Order from Flagged Item

Common Workflows

Automated Corrective Action Processing

Daily Corrective Action Report

Bulk Create Tasks from Flagged Items

Track Corrective Action Resolution

Monitor Open Corrective Actions

Verify Resolution with Follow-up Inspection

Best Practices

Reporting Integration

Export Flagged Items for BI

Related Guides