Table of content

When is this helpful?

The two types of workflow

How to create a new Audit workflow

How to create a new Action Plan workflow

How does the Workflow feature work?

How to enable Audit Approval Workflow

How to create a new Action Plan Workflow

How to enable Action Plan Approval

Use cases

Related articles

When is this helpful?

The Workflow is a feature that introduces an additional layer for approving an inspection/audit before being sent to the end recipient.

Simplified example 1: Using the workflow, a senior inspector will have the ability to review, approve or reject an inspection done by a junior, all remotely - before the final report will be sent to the customer or completed in the system.

Simplified example 2: Using the workflow, a 2nd person will be able to see the report and add their signature remotely and completing the report.

The two types of Workflow:

  1. Audit Workflow -The audit workflow feature will allow a particular user to approve, reject, and also sign the audits.

  2. Action Plan Workflow - The action plan workflow will add another layer before allowing an assignee to close an action plan. The action plan assignee will add the pictures/comments and instead of closing the action plan directly they will "submit it for approval". This step will trigger an email to the approver which has the ability to close the action plan if satisfied with the information on it.

Step 1: Log in to the admin portal: https://admin.goaudits.com/ on a Desktop. Under ‘Advanced’, select ‘Audit Workflow’ from the left menu bar.

How to create a new Audit Workflow

Step 2: Select Audit, then click the Create button on the right of the screen.

To set up the Audit workflow complete the following fields:

  1. Select a Company

  2. Select one or multiple checklists as per your needs

  3. Select one or multiple locations

  4. Select the approver which you would like to receive the report in order to be approved or rejected.

  5. If a signature is required from the approver, enable the “Signature Required” feature.

Important: Once you have created the “Audit Workflow”, you must enable the feature.

How does the workflow feature work?

Once the workflow has been enabled, the system will automatically send the report once completed by the auditor to the approver by email.

The Approver will have the ability to see the report, approve or reject it using the link provided.

Once approved, the report will be sent to the original recipients and if rejected, an email will be sent to the Auditor with additional information from the Approver.

The approval can be done with or without a signature from the Approver.

How to enable " Audit Approval Workflow"

Step 4: Under Setup, select "User" from the main menu on the left.

Step 5: Click on the User name from the list displayed. Click on "Approval Workflow Enabled", as shown below.

Step 6: After you have completed all of the steps click “Save”.

Note: If the option Keep Reports Private has been enabled under the Edit User screen, the workflow will be bypassed.

Keep Reports Private - will bypass any distribution setup and will only send the report to the auditor.

When workflow has been set up, an email will be sent to the Approver as per below:

From this email, the approver will be able to review the report and approve or reject it.

How to create a new Action Plan Workflow

Step 1: Select 'Action Plan', then click the Create button from the top left of the screen.

Step 2: Complete the following fields:

  1. Select a Company from the dropdown

  2. Select one or multiple checklists as per your needs

  3. Select one or multiple locations

  4. Select the approver which you would be responsible for closing the action plans received from the action plan assignees' completed tasks.

  5. Click SAVE

How to Enable Action Plan Approval

Step 3: From the menu on the left, click on Company/Dept. Click on the Company you set up in the Action Plan workflow ( as set up in Step 2).

Step 4: Tick the box for the Action Plan Assignee that will be assigned the tasks, which will require approval. This person will take the pictures, enter their comments and instead of closing the action plan directly they will "submit it for approval". (The approver is the person selected in Step 2).

*This is the email received by the Assignee who has action plan approval enabled. You will notice that instead of "Close" it is set to "Submit for Approval" status.

Below is the email the APPROVER will receive after the assignee has submitted the action task for approval.

You will notice the approver has the option to Approve or Reject that action task.

Use cases

Trainee auditors who need to have supervision.

Additional recipients who need to approve the report before being submitted.

Related article:

How to Add an Action Plan Assignee

How does an Action Plan Assignee receive the tasks?

Keep Reports Private

Did this answer your question?