Who is this article for?

Audit Managers responsible for managing the Audit module.

Audit Manager group membership is needed.

Audit types can be configured with a variety of settings which will be applied to audits that have been scheduled. In some cases, these specify levels of access and in others they control record properties such as numbering sequences, etc.

This article provide details on how to create and configure an audit type but it does not go into detail on how to perform an Audit. For information on performing an audit please see How to Perform an Audit.

This article is split into six sections:

1. Create a New Audit Type
2. Add Custom Fields
3. Set Security
4. Set the Audit Team
5. Change Audit Type Settings
6. Further Reading

1. Create a New Audit Type

To create an audit type from scratch:

1. Log in to Ideagen Home and launch Ideagen Quality Management Essentials to access the Audit module.
2. Expand Audits and select Audit types.
3. Click Create.
4. Enter the required information:

• • Code: A unique reference for your audit type.
  • Title: The name of your audit type.
  • Prefix: The prefix your audit records will use. 

5. Configure the behaviour you would expect audits using this type to display:

• • Questionnaire modifiable: Any questionnaires assigned to these audits can be modified by the auditor.
  • Require note with question response: The answer to the question must include additional information.
  • Set the owner as auditor: When the audit is created the owner of the record will also be assigned as an auditor.

5. If the audit type is ready for use then select the Active option.
6. Click Save & Continue.

Tip: If you're still working on configuring your audit types then consider leaving the Active checkbox unticked. This will allow you to continue working on configuring the audit type without the risk that an auditor will use it to schedule audits before you are ready for them to do so. You can return to this area later and activate the type when you are ready to go live.

2. Configure Custom Fields

Custom fields are additional fields you can require the auditor to complete whilst performing the audit. To assign a custom field to your audit type:

1. Browse to the Custom Fields section of the Audit Type.
2. Click the Select button.

3. Check the custom field you want to include.

4. Click Confirm.
5. Click Save & Continue.

No custom fields available? Before they can be added to an audit the fields must first be created in the System Administration module. For details on how to do this please visit How to Create Custom Fields.

3. Set Security

By default, only administrative users will have access to edit the audit type. However, this can be changed so that users or even groups of users can share responsibility for managing the type.

1. Browse to the Restrict permissions section.
2. Select Enable edit.

3. Select any Groups or Users who should have the ability to edit this type.

4. Set Audit Team

It is important to assign a group of users who will form the audit team on audits of this type. These are users who can be assigned actions on checklist questions and they will also be kept informed on the audit progress through notifications.

1. Browse to the Audit team section.
2. Click Select next to Groups to assign groups.
3. Click Select next to Users to assign users.

Reminder: Groups can be configured in the System Administration section. If you need help on setting up groups then please visit the Administration module articles.

5. Change Audit Type Settings

To change audit type details:

1. Log in to Ideagen Home and launch Ideagen Quality Management Essentials to access the Audit module.
2. Expand Audits and select Audit types.
3. Open your audit type.
4. Apply any changes.
5. Click Save.

Reminder: Inactive audit types will be hidden from the list. Click the Show inactive box to see audit types that have not been activated.

6. Further Reading

• How to Schedule an Audit
• How to Delete Audit Types