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Performing a quality data search with Mazlan
Who is this article for?
Users looking to manage workflows with the help of Ideagen Mazlan.
Ideagen Mazlan access is required. Edit Workflow permissions are required. You must be a responsible party for the workflow instance.
The Quality Data Search Assistant, powered by Ideagen Mazlan, lets you search and analyse workflows and documents in plain English - no need for the advanced search, filters, or reports. Ask questions anywhere in the system, and Mazlan will find, group, count, and explain results with links. It can also create charts.
Mazlan uses Ideagen Quality Management's advanced search behind the scenes, making it conversational and easy for all users without needing filter knowledge. The assistant is read-only - it only finds, counts, and analyses records; it cannot modify or manage them.
This article explains where to access the functionality and how to get the most out of it.
This is a pilot feature
This feature is available to selected pilot users only. It is disabled by default and must be enabled for your account by your Ideagen contact.
Accessing the assistant
To access the assistant:
- Navigate to your Modern Inbox.
You will need to set it up if you don't currently use the modern experience. - Click the Mazlan AI button (indicated by the AI icon).
The chat panel will open on the right-hand side of the screen.
No Ideagen Mazlan button?
If the Mazlan AI button is not visible, the feature has not been enabled for your tenant. Contact your Ideagen Customer Success Manager.
Using the assistant
The Quality Data Search Assistant follows a guided conversation that changes depending on what you ask of it:
- Find documents - Mazlan returns the matching records with their key details.
- Find or count workflows - Mazlan retrieves the matching instances, groups them by workflow type, tells you how many were found, and gives you the key detail on each: its state, initiator, and status.
- Narrow results - Mazlan returns the total and a breakdown by workflow type
- Visualise results - Mazlan renders a graph from the retrieved records and summarises what it shows.
After each answer, Mazlan offers numbered follow-up questions.
Reply with the number to continue, or clarify with phrases like "just the ones I initiated", "which ones are still active?" or "only PDFs." When Mazlan asks you to choose between similar options (e.g., several fields matching "lab"), it provides a short numbered list. Reply with the number, a keyword, or the first few letters.
We will cover each option in more detail to help you manage workflows easily.
Process
Finding documents
Request documents by title, topic, standard, or status. Mazlan provides matching records with key details - document manager, creation date, revision status, publication date, expiry, current state - and a link to open each.
Example
You: Can you find ISO 9001:2015 documents? We're moving to the 2026 version and I need to update them for the annual review.
Mazlan: I can help you search for ISO 9001:2015 documents. Let me route this to the documents search capability.
I found 1 document matching ISO 9001:2015 in the system:
(106420) ISO 9001 2015-4915-1 - Document Manager: Sam Lee · Created: 27 Jul 2026 · Revision Started: 27 Jul 2026 · Expires: 28 Jul 2026
This document is currently in Edit status and is checked out to you. It expires tomorrow, so you'll want to complete your updates soon for the annual review and transition to the 2026 version.
You might also want to ask:
- Show me all documents I'm currently editing
- Show me documents expiring this week
- Show me all PDF documents
Each result links straight to the record, so you can open it (for example, to Edit) without searching again.
Finding or counting workflows
Ask about workflows - NCRs, CA/PAs, audits, corrective actions - by title, status, or date. Mazlan finds matching cases, groups them by type, shows the count, and provides key details: state, initiator, and status.
Example
You: Can you show me all the corrective actions raised this month?
Mazlan: I'll help you find the corrective actions raised this month. Here are the corrective action workflow instances started in July 2026:
1. Corrective Action - 3 instance(s)
106362 - State: Complete Root Cause Analysis · Initiator: Jordan Ng · Status: Active
106334 - State: Complete Root Cause Analysis · Initiator: Priya Rao · Status: Active …(6 more instances - say "see more" for the next page)
Showing 14 instance(s) across 2 group(s).
You might also want to ask:
- Show me all instances in Corrective Action Request
- Show only the ones I initiated
- How many of these are still active?
For a count question - for example "How many corrective actions were raised this year?" - Mazlan gives you the total and the breakdown by workflow type. You can then follow up to narrow it down.
Narrowing results
Beyond listing records, you can ask Mazlan how many - it returns the total and a breakdown by workflow type. This is useful for management reviews and audit preparation: how many corrective actions or NCRs were raised in a period, and how many are still active.
You can narrow a search by:
- Title - e.g. "corrective actions", "PTs", or an exact workflow name
- State - e.g. only those still active
- Date range - for workflows, when an instance started or ended; for documents, when it was created, published, had a revision started, or expires. If you ask about another kind of date, Mazlan will ask which of these you mean.
- Your role - for workflows: what you initiated, are responsible for, or are collaborating on; for documents: what you manage, edit, review, approve, or publish
- A field value - e.g. a lab or site. When you filter by a field, Mazlan first finds the matching field; if more than one could fit, it shows a short numbered list and asks you to pick. Filtering by a field lets Mazlan count and list the matches, but it won't display that field's value on each record - open a record to see it.
Visualising results
When you want to see data rather than read it, ask for a chart explicitly. Mazlan renders a graph from the retrieved records and summarises what it shows.
Example
You: Can you show me a chart of the corrective actions raised this month, grouped by type? I need it for my management review.
Mazlan: I'll create a chart showing the corrective actions raised this month grouped by workflow type.
📊 Corrective Actions Raised in July 2026
I've created a bar chart showing the corrective actions raised in July 2026. The chart displays 14 total instances across two workflow types: 3 Corrective Action instances and 11 Corrective Action Request instances.
You can right-click the chart to copy or save the image for easy use in emails or reports, ideal for management reviews and pre-audit summaries. You can also get an overview of your documents by status, file type, manager, and standard.
Understanding the assistant
Search capabilities
Record type |
Status |
Output |
|---|---|---|
| Workflows (NCRs, CA/PAs, audits, corrective actions) | Available | Search, count, group by type, filter, link to records |
| Documents (SOPs, work instructions, procedures) | Available | Search by title, content, or field value; check status; give an overview; link to records |
| Training records | Not yet available | - |
| Tests | Not yet available | - |
| Reports | Not yet available | - |
Assistant capabilities
To help manage expectations, we also put together some examples of what the Quality Data Search Assistant can and cannot do.
Can |
Cannot |
|---|---|
| Search workflows and documents by title, content, or a field value, in plain English | Raise, close, modify, or approve any record |
| Count matching workflows and break them down by type | Search training, test, report, or equipment records (not available this release) |
| Filter by state, date range, or your own role | Surface records outside your permission scope |
| Find and open documents by title, content, status, or field value, and give an overview | Show a field's value on each record when you filter by that field (it counts and lists matches instead) |
| Render a chart on request (which you can copy or save) | Fabricate or estimate - it only reports what the search returns |
| Handle follow-up questions and link directly to records | Retain data between sessions |
Not sure if what you're asking is in scope?
If you ask Mazlan to do something outside its scope, it will reply: "Sorry, out of my job scope.".
Limitations
As this is a pilot release, the following limitations apply:
- Training, tests, reports, and equipment records are not searchable yet - search currently covers workflows and documents only. If you ask about the other record types, Mazlan will tell you and point you to the right section of Ideagen Quality Management.
- Large result sets are paginated - Mazlan shows a set number of records and offers "see more" for the next page.
- Session data is not retained - Each conversation is a fresh session. Mazlan does not remember previous conversations.
- Accuracy - Mazlan only reports records returned by the search; it never estimates or invents. If nothing matches, it says so and suggests how to refine. Always verify critical data directly in the record.
Frequently asked questions (FAQs)
How is this different from Advanced Search?
It uses the same underlying Ideagen Quality Management search, but you ask in plain English instead of configuring filters - and Mazlan groups, counts, and can chart the results. You don't need to know Advanced Search exists.
Can Mazlan change or close a record for me?
No. Quality Data Search is read-only. It finds and analyses records and links you to them, but every action is performed by you directly in Ideagen Quality Management.
Why did Mazlan say it found no results?
Mazlan won't fabricate an answer. If nothing matches, it tells you clearly and suggests how to refine - broaden the date range, try a partial name, or remove a filter. For short forms like "CAPA", try the full term, as a content search may not match abbreviations.
Can I filter to records that are mine, or someone else's?
You can narrow workflows to what you initiated, are responsible for, or are collaborating on, and documents to those you manage, edit, review, approve, or publish. Filters are based on your own roles, and results always stay within your permission scope.
Can Mazlan show a field's value on each record?
If you filter by a field (say, a lab or site), Mazlan can count and list the matching records, but it won't display that field's value on each one. Open a record to see its full detail.
Can I get a chart of my data?
Yes. Ask for a chart explicitly (e.g. "show me a chart of… grouped by type"). You can then right-click to copy or save the image for a report or email.
Can Mazlan see other people's records?
No. Results are always bounded by your permission scope - you only see records you are authorised to access.
Can I ask about trainings or tests?
Not in this release. Those record types are not yet available for search. Mazlan will let you know and direct you to the relevant section of Ideagen Quality Management.
Can I ask questions in languages other than English?
The assistant currently works in English. Responses in other languages are not tested but are supported.
The Mazlan button is not visible. What should I do?
The feature must be enabled for your account. Please contact your Ideagen Customer Success Manager or your internal system administrator.