Reduce cycle time for all customer correspondences and increase your company's customer satisfaction

Customer Communications

Bring customer complaints, feedback, correspondence, and follow-up actions together. Connect each communication to the people, products, and quality records needed to reach a documented resolution.

Customer Communications module icon
Centralize Customer Communications and Complaint Handling
Trackmedium's eQMS Customer Communications module brings complaints, feedback, surveys, suggestions, and correspondence into one controlled record. Capture customer and product details, retain emails, assign follow-up work, and create connected quality records when further action is needed. Finish with a documented resolution that remains available for future reference.

Capture Customer and Product Details
Record communication type, priority, subject, description, attachments, and related documents. Select existing customer and contact profiles, then add products, order numbers, lot numbers, quantities, and notes.
Keep Customer Emails with the Record
Email customer contacts directly from the communication record and retain the sent messages. Attach email files exchanged outside Trackmedium so the conversation stays with the issue.
Assign Follow-Up and Investigation Work
Create linked action items with an assignee, due date, instructions, attachments, and document links. Add verification or review when a task needs an independent check.
Connect Complaints to Quality Actions
Create Corrective Action, RMA, or process and part/product nonconformance records when the issue calls for them. Customer and product information carries into the related records.
Keep Ownership and Due Dates Visible
Use assigned, open, and all-record views to see communications and action items that need attention. Reassign work, change due dates, and use due-date reminders to support follow-up.
Document the Resolution
Capture who resolved the communication, when it was resolved, and the action taken before completion. Completed communications remain available in read-only form.
Supports industry standards logo
Supports industry standards logo
Supports industry standards logo
Supports industry standards logo
Supports industry standards logo
Supports industry standards logo
Supports industry standards logo
Customer Communications Lifecycle at a Glance
Follow the process from first contact to documented resolution. The workflow uses Initiated, In Progress, and Completed, with direct completion when no follow-up is needed. Optional review supports action items that require verification.
Record the Communication, Capture the concern, priority, location, and supporting information. Record the Communication, Capture the concern, priority, location, and supporting information.
Add Customer & Product Context, Link customer, contact, product, order, lot, and quantity details. Add Customer & Product Context, Link customer, contact, product, order, lot, and quantity details.
Assign the Follow-Up, Assign responsibility and create action items with owners and due dates. Assign the Follow-Up, Assign responsibility and create action items with owners and due dates.
Respond & Take Action, Retain emails and create linked quality or return records when needed. Respond & Take Action, Retain emails and create linked quality or return records when needed.
Document the Resolution, Record who resolved the issue, when, and the action taken. Document the Resolution, Record who resolved the issue, when, and the action taken.
Complete & Retain the Record, Complete the communication and retain a read-only record of the outcome. Complete & Retain the Record, Complete the communication and retain a read-only record of the outcome.
Built for Quality-Driven Industries
Trackmedium's eQMS Customer Communications module helps customer service and quality teams organize complaints, feedback, and follow-up across industries. Connect the customer's concern to the product details and quality records needed to document the response.
Regulated Industries
Keep customer complaints, supporting information, follow-up work, and resolutions together to support your organization's quality processes.
  • Life Sciences
  • Medical Devices
  • Aerospace & Defense
  • Oil & Energy
  • Automotive & Industrial Manufacturing
Non-Regulated & Growth-Focused Sectors
Give customer feedback a clear owner and a documented outcome, whether it leads to a product investigation, a return, or a service response.
  • Consumer Goods
  • General Manufacturing
  • Logistics & Supply Chain
  • Hardware Technology
  • Construction & Engineering
Why Trackmedium eQMS?
Trackmedium eQMS helps teams centralize quality data, automate work, and keep decisions traceable across the full quality system.
Respond with the Full Context
Keep customer details, product information, correspondence, and actions together so teams spend less time reconstructing the history of an issue.
Make Follow-Up Accountable
Give communications and action items clear ownership, due dates, and documented responses. Review assigned and open work before follow-up is missed.
Connect Service with Quality
Carry customer issues into corrective actions, nonconformances, and returns while retaining links back to the originating communication.
Frequently Asked Questions
Is the module only for complaints?
No. Manage customer correspondence including complaints, surveys, suggestions, and feedback. Each record can contain customer details, product information, attachments, follow-up actions, and a resolution.
Can we email customers from the record?
Yes. Send emails to customer contacts directly from the communication record and retain sent emails. You can also attach email files exchanged outside Trackmedium.
Can we capture more than one product?
Yes. The Product Information section supports multiple product entries, including product number and name, order number, lot number, quantity, and notes.
Can we assign work to other team members?
Yes. Create linked action items with assignees, due dates, instructions, attachments, and document links. Optional verification or review adds a separate check before the action item is completed.
Can a complaint initiate a return or corrective action?
Yes. The communication record can create Corrective Action, RMA, and process or part/product nonconformance records. These actions depend on the related modules being enabled.
Does every communication need investigation or verification?
No. A communication can move from Initiated directly to Completed when no further follow-up is needed and the required resolution information is entered. Verification is optional for action items; it is not a mandatory step in the main communication workflow.
What is required before completion?
The resolution section requires the person who resolved the communication, the resolution date, and a description of the action taken. Completed communication records are read-only.
How can we see outstanding work?
Assigned, open, and all-record views are available for communications and action items. Module managers also have all-location views. Due-date escalations remind the assigned users about their work.
See more questions See less questions
Ready to Improve Customer Response?
Bring complaints, correspondence, follow-up actions, and documented resolutions into one connected workflow.
Please fill out the form below to access the module PDF.
Please enter a valid email address.