Who is this article for?

Audit Managers responsible for managing the Audit module.

Audit Manager group membership is needed.

During an audit you can complete a series of questions to confirm compliance in line with the scope of your audit. The response to these questions will vary depending on the nature of the question itself.  

Example: Some questions may have a basic yes or no response, whilst others may offer multiple answers or even open text comments.

This article provide details on how to create and configure question responses but it does not go into detail on how to build your checklist. For information on performing an audit please see How to Create an Audit Checklist.

1. Selecting response field type

Responses can be created in a number of field types and each type will alter how an auditor will approach the question.

When deciding on the correct field type to use it is important to consider if the response will lead the auditor or merely guide them in the correct direction. Likewise, the response type may alter the speed in which the audit can be performed.

The following field types are available for use:

• Text: A single line of text.
• Multiline Text: A comment or memo field.
• Single Select List: A list where only one item can be selected.
• Multi Select List: A list where multiple items can be selected.
• Date: A date field.
• Number: A field where only whole numbers can be entered.
• Decimal: A field where decimal values can be entered.
• Yes/No: A basic selection of yes or no.

Unsure which field type to use?
Consider what you want to achieve with the question this response will be used with. Are you trying to confirm if the auditee is compliant in an area (which a yes or no will confirm) or do you need more information? There is no right or wrong approach, only the one that best serves what you want to achieve.

2. Creating a response

To create a new response:

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

• • Title: The name of the response collection.
  • Label: A clear and concise label for the user to see.
  • Field Type: The type of field the auditor will have to fill in.
  • Default: The default value already completed.

5. Complete any required field type values.

6. Click Save.

Important Note: Additional options will appear depending on the field type you have selected. For example, a text response will allow you to set the maximum and minimum length of the response whereas a multi-select will allow you to add any list item values.

3. Assigning a response

To assign the response to a question:

1. Expand Audits and select Questions.
2. Expand the section.
3. Click Add question.
4. Enter the question details.
5. Click Select.
6. Choose your response from the list and click Confirm.

7. Click Save.

For more details on creating and managing audit questions please see How to Create Audit Questions.