What is changing in Audits

We've upgraded Audits, and organisations are moving to the upgraded version in stages. We'll email you before your organisation moves. You'll do the same jobs in much the same places: the main changes are how templates are built, how you fill in an Audit, how you link records, and some menu names.

How to tell which version you're using

Go to 'Audits' in the left sidebar in Vatix Workspace. If you see 'Forms' underneath it, you're on the classic version. If you see 'Overview', you're on the new version.

Where things are in the new version

Scheduled Audits are still in 'Actions' > 'Audits', and what each role can do is unchanged.

Filling in an Audit

• You complete an Audit one section at a time, using 'Next' and 'Back'.
• Your answers are saved as you go, and the time of the last save shows at the top of the page.
• A 'Review and Submit' step shows all your answers before you submit.
• Each question has 'Activity feed', 'Tasks' and 'Related records' buttons, so you can add comments, photos, files, Tasks and linked records to that question while you fill it in.
• Depending on how the template is set up, an answer can send you straight to a later section.
• A new Audit is named after its template. You can rename it on its 'Details' tab.

The Vatix app (formerly Protector Mobile app) works the same way, one section at a time, and needs an internet connection to start, save and submit an Audit.

Submitted Audits

• A submitted Audit has four tabs: 'Answers', 'Details', 'Attachments' and 'Related'.
• If the template is scored, the 'Overall Score' shows at the top, as a percentage with the points underneath.
• The 'Attachments' tab holds files about the Audit as a whole.
• To download a PDF, use the three-dot menu at the top and select 'Export'.

Linking Audits to other records

Records are now linked to the question they're about, not to the Audit as a whole. There are two ways to do it:

• Answer a question that asks you to pick a record. A template can include questions that ask for a Site, Asset, Contact, Event or Document. You can pick more than one, for example several Assets, and each one you pick is linked to that question.
• Relate records by hand. On any question, use 'Related records' to link records of any type, for example a Yes / No question about a harness to that harness's Asset.

Which record types you can pick depend on the modules your organisation uses. If an Audit comes from a Schedule that has a Site, Asset or Contact, that record is linked to the Audit automatically.

Building templates

• Ready-made dropdowns, such as Yes / No / N/A and Pass / Fail / N/A, and your own dropdowns, with a colour for each answer.
• Scores are set on each answer. Leaving an answer's score blank marks it as not applicable, so choosing it leaves the question out of the score.
• Rules can send the auditor to a later section, or straight to submitting, depending on their answer.
• You can add an image to a question, to show the auditor what to look for.
• New response types include Number, User picker, Date & time, Attachment, and questions that ask the auditor to pick a record.
• You can make a template inactive to stop new Audits being started from it, and make it active again later.

What happens to your existing Audits

When your organisation moves, your templates, schedules and past Audits move with it.

What stays the same

• The Audits you're assigned on a schedule are still in 'Actions' > 'Audits'.
• Schedules, their frequencies and their 'Available From' and 'Due By' times work the same way.
• Account Owners manage templates, Account Owners and Managers manage schedules, and everyone with an Audits licence can complete Audits.