Expert answer · reviewed 20 August 2026
How does CAPA software work?
Short answerCAPA software records a problem, contains immediate risk, identifies root cause, assigns corrective and preventive actions, collects completion evidence and routes the result to an authorised person for effectiveness verification before closure.
The controlled CAPA sequence
A defensible workflow moves through open, in progress, pending verification and closed states. The person completing an action should not automatically verify their own work where independent verification is required.
What should be traceable?
The source finding, owner, target date, risk, root-cause reasoning, evidence, approvals, changes and effectiveness check should remain linked. This makes repeat problems and overdue actions visible.
Practical checklist
- Link each CAPA to its source finding
- Record containment and root cause
- Assign dated corrective and preventive actions
- Require evidence and effectiveness verification