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Appendix

Audience: All Audit Users

 

Functional Icons | Information, Messages and Displays | Emails and Notifications

 

Functional Icons

Functions are triggered by selecting the icons as follows:

Icon Title Description
Add Add a record or add one of various other items depending on context
Clear Filters Clear applied filters on a records list screen
Search Search and filter the list using the filter settings. In tree lists elements are expanded or contracted in the hierarchy to highlight all those that match the filter settings.
Find Find and highlight those elements in a tree structured list that are visible and match the filter setting(s).
Save Save the current record.
Recurrent Create recurrent Audits
User List of Users for selection OR Add Auditee details to a Question.
Audit Groups List of Audit Groups for selection.
Delete Delete this record (available only if it is not associated with another record).
Add Auditor Add an Auditor.
Add User Add a User
Add Group Add a Group (of Audit Viewers).
Attach Item Attach / associate an item with an Audit or Question
Associate Question Associate a question with the questionnaire
Associate Checklist Associate a checklist with the questionnaire
Raise Finding Raise a finding
Show Finding Show Findings associated with this question
Add Metadata Add a new metadata field
Add Organisational Area Associate an Organisational area with the record
Add Standard Associate a Standard with the record
Move Up Move an item up in the sequence
Move Down Move an item down in the sequence
Release Questionnaire Release Questionnaire to Audit Team
Validate Questionnaire Validate all questionnaire answers or validate answers in a section
Save Draft Save a draft of completed Questionnaire results.
Check Out Check out individual Questionnaire sections or all sections where you are the Auditor
Check In Check in individual Questionnaire sections or all sections where you are the Auditor
Close Tab Close tab (Audit or Checklist record).
Tick All Tick all checkboxes (in Questionnaire section to make Questions mandatory).
Refresh Refresh the records list.
Show Associated Show associated information or evidence for a question.
Reveal Reveal component items
Hide Hide component items

Information Icons, Messages and Displays

Icon Title Description
Warning Identifies the tick boxes on a multi-value Metadata Type screen form that if ticked indicates a Warning level but has no other effect.
Minor Identifies the tick boxes on a multi-value Metadata Type screen form that if ticked, forces for those values the recording of a Finding with severity of minor non-conformance.
Major Identifies the tick boxes on a multi-value Metadata Type screen form that if ticked, forces for those values the recording of a Finding with severity of major non-conformance.

 

This transient message (in red) stays on screen for 3 seconds to confirm a successfully stored record.
Error messages (in red) appear below the field with an error after an attempt to save the record.
Inactive records in Standards and in Organisation Areas lists are highlighted in red.

E-mails and Notifications

Here is a complete list of Emails and Notifications triggered by the system.

Note:

E-mails regarding the Audit Schedule should also include a .ICS file for you to be able to add the event to your E-mail client calendar

Trigger Received By Email Message
New Audit Scheduled

Audit Team

Audit : <Audit ID> <Audit Name>

Has been scheduled to start on <Audit Start Date>

Audit Type: <Audit Type>

Scope: <Scope>

Please see your Scheduled Audits for further details.

<Site URL>

DO NOT reply to this email.

This email was generated from site: <Company Name>

Audit Status: Ongoing Audit Team

Audit : <Audit ID> <Audit Title>

Audit Type: <Audit Type>

Scope: <Scope>

<Site URL>

DO NOT reply to this email.

This email was generated from site: <Company Name>

Audit Section Assigned Audit Team

Audit: <Audit ID> - <Audit Title> has had a checklist section assigned to an auditor

Start Date: <Start Date>

Checklist Title: <Checklist Title>

<Site URL>

DO NOT reply to this email.

This email was generated from site: <Company Name>

Audit Released Audit Team

Audit : <Audit ID> <Audit Title>

Has been scheduled to start on <Start Date>

Audit Type: <Audit Type>

Scope: <Scope>

<Site URL>

DO NOT reply to this email.

This email was generated from site: <Company Name>

Checklist Section Assigned Audit Team

Audit: <Audit ID> : <Audit Title> has had a checklist section assigned to an auditor

Start Date: <Start Date>

Checklist Title: <Checklist Title>

<Site URL>

DO NOT reply to this email.

This email was generated from site: <Company Name>

24 Hours Prior to Scheduled Audit Audit Team

The following audits are scheduled to start tomorrow

<Audit ID> : <Audit Title>

<Site URL>

DO NOT reply to this email.

This email was generated from site: <Company Name>

Checklist Mandated Audit Section Owners

<Audit ID> : Mandated Checklist <Audit Title>

Has been scheduled to start on <Start Date>

Audit Type: <Audit Type>

Scope: <Scope>

<Site URL>

DO NOT reply to this email.

This email was generated from site: <Company Name>

Mandated Checklist Assigned Audit Section Owners

Audit: <Audit ID> - Mandated Checklist <Audit Title> has a checklist section assigned to an auditor Checklist Title: <Checklist Title>

<Site URL>

DO NOT reply to this email.

This email was generated from site: <Company Name>

Mandated Checklist Ready for Completion Audit Section Owners

Audit: <Audit ID> - Mandated Checklist <Audit Title> has a checklist ready for completion.

Start Date: <Start Date>

Checklist Title: <Checklist Title>

<Site URL>

DO NOT reply to this email.

This email was generated from site: <Company Name>

Questionnaire Ready To Be Submitted Audit Owner

Audit: <Audit ID> - Mandated Checklist <Audit Title> has a questionnaire ready to be submitted.

Start Date: <Start Date>

<Site URL>

DO NOT reply to this email.

This email was generated from site: <Company Name>

Action Issued Action Owner

Audit <Audit ID> : <Audit Title>

Finding <FindingID>: <Finding Title>

Action: <Action title> - Issued on <Issue Date> - due for completion by <Target Date>

Please complete this Action from your EQMS To Do List

DO NOT reply to this email

<Site URL>

Action Completed Audit Owner