Adding an Audit to the Schedule

For a list of all permissions including those associated with the Schedule group, see the Permissions List.

 To add an audit to a schedule:

1. In the Schedule window, click on the checkbox beside the schedule for which you will schedule an audit.
   
   
   
2. Click the VIEW button.
   
   
3. The schedule opens in the view that was last used. (You may use the VIEW drop-down list to change the view.)
   
   
   • If you're in LIST view, click the NEW AUDIT button.
   • If you're in MONTH, WEEK, or DAY view, click the plus sign on the day you want to schedule an audit.
     
     

   The New Schedule Item window opens.

4. Click the Location - SELECT button.
   
   
5. Click on a location to select it. (If the list of locations is extensive, you may use the Search filter at the top of the page to narrow the list of locations.)  Notice that after a location has been selected, a new NOTIFICATIONS section is added to this New Schedule Item page.  This enables you to send an email notification to a contact at a location alerting them about pending or past due audits.  See: To notify a location contact of a pending or past due audit.

   

6. Select an auditor from the AUDITOR drop-down list.
7. Enter the START and END date and time when the audit is scheduled to begin and end.
8. Enter the actual scheduled date. (Note that the Start and End Dates, above, indicate the time during which the audit is "requested" to be conducted. The actual scheduled date may differ.)
9. Click the Form - SELECT button.
10. Select the audit form and the type of audit, then click the SAVE button.
    
    
11. Verify that you are adding this audit to the proper schedule. If not, you may click the Schedule - SELECT button to select a different schedule.
12. Use the NOTES field to add optional notes about the audit.
    
    

    When the auditor selects this audit in Mobile Auditor PPC, then clicks the FIND button, these notes, along with the details of this audit, are displayed.
    
    

13. If you do not need to send a notification to a contact person at a location about a pending or past due audit, click the SAVE & RETURN button. The audit is added to the schedule.  If you need to notify a location contact of a pending or past due audit, please see:  To notify a location contact of a pending or past due audit.

Notifying a Location Contact of a Pending or Past Due Audit

It is possible to send an email notification to a primary and/or secondary location contact notifying the contact(s) of pending or past due audits.  The Notifications section of the Schedule Manager is available only after a location has been selected from the New Schedule Item page.  See:  Adding an Audit to the Schedule.

To prepare a notification to go to a location contact:

1. Read and follows steps 1 - 12 above for adding an audit to a schedule.

2. Navigate to the NOTIFICATIONS section at the bottom of the Schedule Manager page.
   
    

3. From the CONTACT(S) field, select the contact(s) who will receive the notification.  Use CTRL + click to select multiple contacts.
   
   

4. From the ADDITIONAL EMAILS field, enter valid email address(es) of anyone else to whom a notification about a pending or past due audit should go. Separate multiple email addresses with a comma.  
   
   NOTE:  Email addresses in this field must be valid, but do not need to be associated to a contact in the auditing application.
   
   

5. In the DAYS BEFORE field, enter the number of days before the audit that you want the email to be sent.
   
    

6. Select the appropriate Email Template type from the drop-down list.
   
   

   An email template must be created before it can be selected from the list. If you create a new template for this schedule manager, the email template type must be either AUDITOR SCHEDULE NOTIFICATION or MANAGEMENT SCHEDULE NOTIFICATION. The name of a new template should reflect the purpose of the email.  For example, if the email is about a pending audit, an appropriate template name would be PENDING AUDIT. See: Creating a New Template.

Email templates for the Schedule Manager include replacement tags.  For a list of available replacement tags for Schedule Manager Notifications, see:  Replacement Tags for Schedule Manager Notifications.  When you are creating or modifying the email template, it is possible to include additional text along with the replacement tags.

1. If the email notification is for a past due audit, enter the number of days that the audit is overdue in the DAYS OVERDUE field.
   
   

2. Select the appropriate Email Template type from the drop-down list.  

3. Click SAVE & RETURN.
   
   

To automatically download schedule items to Mobile Auditor, see Schedule Download to Mobile Auditor.