New article
Recently updated
How to Configure the Audit Management Workflow
Who is this article for?Ideagen Quality Management administrators importing workflows.
Admin access is required.
Best in class workflows are pre-made workflows that you can import into your Workflow module.
The Audit Management workflow captures the various steps of the audit process including assigning, planning, and conducting the audit; reviewing any subsequent findings; and launching associated Corrective Action workflows.
This article outlines the recommended configurations that can be applied to the Audit Management Workflow which is available for download in the Best-In-Class Workflow Download Center. This article has been split into the following sections:
- Associated Workflows
- Workflow-Specific Configuration Steps
- Default Responsible Parties & Recommendation for Update
- Further Reading
Looking for steps to import the workflow? Visit How to Import a Workflow for details.
1. Associated Workflows
The Audit Management workflow is designed to launch a Corrective Action when needed, so the Ideagen Quality Management Best-in-Class Corrective Action workflow should also be imported and configured in conjunction with Audit Management. Alternatively, you may choose to edit the Audit Management workflow to eliminate this automation or to be compatible with an existing Corrective Action workflow.
2. Workflow-Specific Configuration Steps
2.1. Update the “Automation: Launch CA(s)”
- Click the “Automation: Launch CA(s)” step.
- Update information in “Select Automation to Add” section
-
-
- “System Actions”- select “Workflow Launcher” from drop-down
- “Select Workflow to Launch”- select “Corrective Action” from drop-down
-
- Click Add Automation.
2.2. Update information in “Workflow Launcher”
- Click on the "Preliminary Audit Details" step.
- Click the Add Responsible Parties link.
- Check Primary Workflow Initiator.
- Click Add Responsible Parties.
Note: This default configuration will result in any Corrective Action workflow launched from an Audit being assigned to the user who initiated the Audit Management Workflow. If you would prefer Corrective Action workflows be assigned differently you should select a different Responsible Party.
2.3. Configure “Launch Options”
- Browse to the Launch Options section.
- Click the Configure link.
- Select Nonconformance report.
- Click Save Changes.
2.4. List Fields Requiring Update
The below lists required an update. List options can be added in the Custom Fields section within the Administration module.
| Field | Change |
|---|---|
| Audit Type | By default this field includes options for Internal/External and Scheduled/Additional. |
| External Auditing Organization | Update this field to identify the organizations that may perform your external audits. |
| Area(s) Being Audited | Update this field to identify areas in your organization that may be the subject of audit. |
| Source |
This field is shared with multiple other Best in Class Workflows, including Nonconformance Report and Corrective Action. If using the Audit Management workflow it is recommended to include options for Internal and External Audits in this list field. |
| Section(s)/Departments | Update this field to identify the sections/departments in your organization. |
Note: The Section(s)/Departments field is a part of the Nonconformance Report subform and is shared with the Best-in-Class Corrective Action Workflow (as well as selected others).
3. Default Responsible Parties & Recommendation for Update
The table below outlines the recommendations for changes to the responsible parties:
| Step | Default Responsible Party | Recommendations |
|---|---|---|
| Preliminary Audit Details | All Users | By default all users will be able to initiate this workflow- update if you’d like to specify particular users who can initiate an audit workflow. |
| Plan & Prepare Audit | Internal Auditor(s)/Responsible Person(s) | By default this step will be assigned to the person identified in this custom personnel field in the previous step. If you’d prefer to identify a consistent group or person(s) to be responsible for planning and preparing the audit you will need to update this Responsible Party. |
| Conduct Audit | Internal Auditor(s)/Responsible Person(s) | By default this step will be assigned to the person identified in this custom personnel field in a previous step. If you’d prefer to identify a consistent group or person(s) to be responsible for conducting the audit you will need to update this Responsible Party. |
| Review Audit | Workflow Initiator | Update to the person(s) responsible for reviewing the audit and determining whether more information is needed and/or whether corrective action is needed. |
| Finalize Audit | Workflow Initiator | Update to the person(s) responsible for reviewing the completed audit workflow and adding the IDs of any Corrective Action workflows launched, as well as any associated workflows manually initiated as the result of the audit. |
Note: “Workflow Initiator” is a placeholder and default Responsible Party. We strongly advise updating these steps to identify the specific individuals or groups responsible for these steps in your process.