Managing recurring audit series allows you to efficiently update multiple audits that belong to the same group, ensuring consistency and saving time. This guide provides detailed, step-by-step instructions on how to navigate the system, customise your view, and make bulk edits to audits within a series.
Step 1: Navigating to the Audit Section
- From the main dashboard, locate the left-hand navigation menu.
- Select Audits to open the audit management section.
Step 2: Customising the Audit Grid Columns
- At the top right of the audit grid, click on the Columns button.
- A dropdown list will appear with all available column options.
- Select or deselect columns. We recommend you display columns such as: ‘Overdue’, ‘Status’, ‘Audit Title’, ‘Series Name’, ‘Lead Auditor’, ‘Audit Team’, ‘Scheduled Date’, ‘Due Date’, ‘Locations’, ‘Departments’, ‘Processes’, ‘Standards’, ‘Created By’, and ‘Created Date’.
- The grid will update to display your chosen columns, giving you the information you need at a glance.
Step 3: Grouping Audits by Series Name
- At the top right of the page, locate and click the Group by column button.
- From the dropdown, select Series Name to group all audits belonging to the same series together.
- This is especially useful for managing recurring audits, as it provides a consolidated view. For example, all audits under the series ‘H&S Inspection’ will appear together, showing the total number in the series.
Step 4: Activating and Using the Edit Records Toggle
- To enable bulk editing, find the Edit Records toggle switch at the top right of the audit grid (near the Columns button).
- Click the toggle to the right to activate.
- In this mode, any editable field will display an input box or drop-down menu when you click into it, allowing you to modify the information directly from the grid.
Step 5: Understanding Locked and Editable Fields
Some fields within each audit record are locked and cannot be changed, while others are open to editing:
- Locked Fields: Examples include ‘Series Name’ and ‘Scheduled Date’. These are locked to maintain data integrity, ensuring that original creation information is preserved and cannot be mistakenly altered.
- Editable Fields: You can update fields such as ‘Audit Title’, ‘Lead Auditor’, ‘Audit Team’, ‘Location’, ‘Department’, ‘Process’, and any other columns you have enabled that are not system-protected.
Step 6: Making changes to Fields
Make the change to the fields in the record list by simply clicking in the field and entering the new information.
When using bulk edit records, the auto save feature is disabled, therefore any changes you make must be saved by selecting the Save button.
- Below shows that the individual audit title has been changed, the audit team has been removed and the location has been changed from London to MK.