Overview
With Custom Workflow Modules, you now have the ability to group your quality process Templates into dedicated sections that make sense for your team. Think of modules as folders for your workflows — you get to decide how to organize them.
There is no single right answer for how to set this up. The best organization depends on your team size, the complexity of your processes, and how your day-to-day users navigate the system. This article is here to spark some ideas and help you find an approach that works for you.
Why Thoughtful Organization Matters
How you organize your modules will directly affect how easy it is for your team to find and use workflows day-to-day. A well-organized setup can:
Reduce confusion for users who aren’t as familiar with the system
Make it easier to find the right template quickly
Keep your navigation clean and uncluttered
Reflect how your team actually thinks about quality processes
On the flip side, creating too many modules can overwhelm users. Creating too few can make things hard to find. The goal is a happy middle ground that fits your organization.
Things to Consider Before You Start
What is a template? A template is new a term in ZenQMS for a configuration, these were also previously referred to as a category. E.g. a “Deviation” process would be a template (category) in your Issues module.
Before jumping in, it’s worth asking yourself a few questions:
How many templates are you working with? A small number might only need one or two modules, while a larger set benefits from more grouping.
Who are your day-to-day users? Operators who only use one or two workflows may not need to see everything. Quality managers who oversee many processes might need a more detailed structure.
How do your processes relate to each other? Templates that are often used together or belong to the same quality function are natural candidates for the same module.
Will you be displaying modules on the side navigation? If so, keeping the number of modules smaller helps avoid a cluttered sidebar.
Tip: Start Simple! It’s much easier to split a module into two later than it is to clean up a messy over-organized structure. If you’re unsure, start with fewer modules and expand over time as your team’s needs become clearer.
Three Ways to Approach It
To illustrate the range of options, here are three different ways the same set of templates could be organized. Use these as a starting point — not a prescription.
Approach 1: Keep It Simple (One Module)
If you’re just getting started with Workflow Modules, or if your team is small and processes are straightforward, there’s nothing wrong with putting everything under a single module. This keeps things simple and avoids any confusion about where to go.
This works best when:
You have a small team or a small number of templates
Your users only need to access one or two workflows
You’re not ready to commit to a more detailed structure yet
| Example Module Name | Example Templates |
| Quality Forms | Out-of-Specification (OOS) Investigations Out-of-Trend (OOT) Investigations Laboratory Investigations Manufacturing Investigations CAPA (Corrective & Preventive Action) Effectiveness Checks Continuous Improvement Initiatives Regulatory Inspection Management Mock Inspections Product Complaints Adverse Event Reporting Risk Assessments FMEA (Failure Mode Effects Analysis) Quality Risk Management Batch Record Review / Batch Release Annual Product Reviews / PQR Stability Programs Retained Sample Management Approved Suppliers Vendor Qualification / Qualification of Contract Manufacturers Technical Agreements Regulatory Submissions Support Regulatory Intelligence Tracking |
Approach 2: Fully Organized (Multiple Modules)
If you have a large number of templates and users who work in very distinct areas of quality, a more structured setup with dedicated modules for each function can make navigation much faster and more intuitive.
This works best when:
You have many templates across very different quality functions
Different teams or departments use different sets of workflows
Users frequently need to find specific templates quickly
| Example Module Names | Example Templates |
| Investigations & CAPA | Out-of-Specification (OOS) Investigations Out-of-Trend (OOT) Investigations Laboratory Investigations Manufacturing Investigations CAPA (Corrective & Preventive Action) Effectiveness Checks Continuous Improvement Initiatives |
| Inspections & Complaints | Regulatory Inspection Management Mock Inspections Product Complaints Adverse Event Reporting |
| Risk Management | Risk Assessments FMEA (Failure Mode Effects Analysis) Quality Risk Management |
| Product Quality | Batch Record Review / Batch Release Annual Product Reviews / PQR Stability Programs Retained Sample Management |
| Supplier & Regulatory | Approved Supplier List (ASL) Vendor Qualification / Qualification of Contract Manufacturers Technical Agreements Regulatory Submissions Support Regulatory Intelligence Tracking |
Finding the Right Balance
Most organizations land somewhere in between these two extremes. A good rule of thumb: aim for 3–6 modules. Enough to create meaningful groupings, but not so many that users feel lost. You can always rename, merge, or split modules later as your needs evolve.
Moving Your Existing Templates
If you already have templates set up in your Issues or Change Control modules that belong in a Workflow Module, you’re in luck — ZenQMS makes it easy to move categories over with just a few clicks. You won’t need to rebuild anything from scratch.
This is especially useful if you’ve been using Issues as a catch-all and are now ready to give certain processes their own dedicated space.
Final Thoughts
Remember, the goal of Workflow Modules is to make ZenQMS work better for your team — not to create more complexity. Don’t feel pressure to have a perfect structure from day one. Start with what makes sense now, and adjust as you learn more about how your team uses the system.
If you’re unsure where to start, the simple one-module approach is always a great option. You can always build from there.