9.1. Define Audit

In the New Audit Definition form, users can create and customize the audit to align with their specific needs and preferences.

1. Copy an Existing Definition: This is a single-select dropdown field that retrieves the list of audit definitions. The audit definition selected will have its information copied and reused.
2. Copy Audit Definition: This button allows users to copy the information from the selected audit definition.
   • Once this button is clicked on, all fields in the form will be updated according to the selected audit definition. Users can then modify the updated fields.
3. Audit Name: This is a text field that allows users to input the name of the audit. It is a mandatory field.
4. Audit ID: This field is automatically populated with a unique identifier when a new audit is defined. Users cannot modify the field.
   • When a compliance program is selected, the audit ID will dynamically update to incorporate the appropriate infix.
     • For example, if ISO 9001 is selected as a compliance program, the audit ID undergoes the following modification:
       
5. Accordions: The form includes several collapsible sections, known as accordions, which each serve a specific purpose.
   • Details
   • Requirements
   • Scope (Optional)
   • Logistics & Preparations (Optional)
   • Agenda (Optional)
   • Comments (Optional)
6. Submit Form: This button allows users to submit the completed form.
   • To maintain the integrity of the Audit ID system, we have implemented a validation mechanism. When users select this button and are ejected from the New Audit Definition module, a pop-up window may appear with the following message:
     
     
     
     *

     Background: This notification is triggered by the ID allocation system, which is designed to prevent duplicate Audit IDs when multiple audit definitions are initiated simultaneously or in rapid succession.

     • Example Scenarios:
       • If two users simultaneously create and submit their audit definitions, the following change (or lack thereof) will be observed:
         • For one user, the Audit ID in the following stages of the Define Audits workflow will match the value displayed in this form.
         • For the other user, the Audit ID will be one value greater than the value displayed in this form.
       • Similarly, if one user saves an audit definition as a draft while another user submits an audit definition, the Audit ID for the submitted instance will be one value greater than the saved draft.

     
     Any necessary alterations to the Audit ID will be communicated through this message. Users can dismiss the window by clicking either the Exit button (X) or the OK button.
     
   • Once the New Audit Definition form has been submitted, it will be sent for review.

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