11.8. Collect Evidence

Once the audit schedule has been confirmed and the date for the first round of evidence collection has arrived, the assigned collector(s) will receive a notification in their Pending Tasks prompting them to collect evidence.

They will also receive an email informing them of the assigned task.

Clicking on either the subject in Pending Tasks or the link in the email will direct the collector(s) to the Collect Evidence form. In this form, the collector(s) can access the assigned rounds of evidence collection, including the third round (if one was triggered in the Test Results form).

*If the same date is set for both the first and second rounds of evidence collection, the user will receive them in the same task. If different dates (either start or end) are set, however, the user will receive the rounds as separate tasks on the respective days. Likewise, if the third round is triggered after this form has been submitted, the user will receive a separate task for it.

*For guidance on common form functions, please refer to the dedicated section in the manual.

1. Edit ( ): This button allows users to collect the evidence for a round.
   • If selected, it will display the Collect Evidence form.
2. Select Test(s) To Submit Evidence For: This is a multi-select dropdown field that retrieves the list of tests for which evidence has not yet been submitted.
   • Users can select one or multiple tests from the dropdown to indicate the tests they want to submit evidence for.
3. Submit Evidence for Selected Test(s): This button allows users to submit the evidence for the selected test(s).
   • If any of the selected tests have fewer samples than the requested sample size, a confirmation prompt will be displayed to alert the user.
     • To proceed, simply confirm the submission.
   • Each submitted batch of evidence will be processed independently and sent to the lead evidence collector for review.
     

     **As a visual indicator of the submission status, the Submitted checkbox in the grid will be marked as selected.
     
     

4. Submit All Evidences: This button allows users to submit the entire collection of evidence.
   • If users select this button despite not having collected as many samples as required for the evidence, they will be alerted of the fact and asked if they wish to proceed.
   • Once the collected evidence has been submitted, the lead evidence collector will be tasked with reviewing it.

!!If the collected evidence is rejected during the review process, a new field called Reason for Rejection will appear in the form, containing the explanation provided by the reviewer.

*To access additional options or perform actions related to the above grids, please utilize the corresponding kebab menu ( ) located in the upper rightmost corner.