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AI agent for quality control specialists

Customer Complaint Investigation Agent

Find the true root cause and reply with a fix that will be checked.

AnalysisOperations
See how it worksGet access
Customer Complaint Investigation Agent: what goes in, what the agent does and what you get

What it does

A customer complaint answered with a stock apology fixes nothing. This agent traces the lot from the complaint, reviews the production, inspection and material records, and tests possible causes against the evidence. If a tested cause does not fit the records, it tries the next one before drafting the reply. It checks whether the proposed fix addresses the cause and how it will be verified. The inspector approves the response. It writes down each cause it ruled out and why, so the customer reply and the file show the full reasoning. The fix is given a date to be checked, and the agent returns to the same complaint trend after that date. Edge case: a defect that matches the records of two lots is traced to the common material supplier.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Complaint is logged 2 USES A TOOL Trace the lot and gather its records 3 DOES List possible causes 4 DOES Test the first cause against the records 5 CHECKS THE RESULT Do the records support this cause? If not: Move to the next possible cause and test it.Back to step 3. 6 DOES Define the fix and how it will be verified 7 USES A TOOL Draft the findings and response 8 YOU APPROVE Inspector approves the response 9 USES A TOOL Send the response and set the check date 10 CHECKS THE RESULT Does the check after the fix show the defect isgone? If not: Reopen the investigation. Back to step 2. 11 RESULT Complaint closed with evidence
Read the steps as a list
  1. Complaint is logged
  2. Trace the lot and gather its records
  3. List possible causes
  4. Test the first cause against the records
  5. Do the records support this cause?If not: Move to the next possible cause and test it. Back to step 3.
  6. Define the fix and how it will be verified
  7. Draft the findings and response
  8. Inspector approves the responseThe agent waits here for your OK.
  9. Send the response and set the check date
  10. Does the check after the fix show the defect is gone?If not: Reopen the investigation. Back to step 2.
  11. Complaint closed with evidence

How it decides

It accepts a cause only when the records support it, and moves to the next candidate when they do not.

  • Test causes in the order of likelihood from records
  • Reject a cause that the records contradict
  • Require evidence of containment
  • Check results 30 days after the fix

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Check delay after fix (default 30 days)
  • Causes list by product
  • Record sources
  • Response template

What keeps you in control

It always asks you first

  • Inspector approves the response to the customer

Hard limits

  • Never blame a supplier without evidence
  • Never send the response without approval

It stops when

  • Done: root cause confirmed and the fix verified
  • Stop: the cause cannot be found and the inspector asks for outside help

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA customer reports cracked housings from lot 3318. The agent tests mold temperature first, but the records show normal readings. Next it tests the resin. The certificate shows a different supplier batch with low impact strength. The fix is a hold on that batch. The inspector approves the reply and 30 days later returns are zero.

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