Actions build a workflow into the iAuditor system by helping users take next steps when a non-compliance/hazard is spotted and a corrective action is needed. Now, while conducting an audit you will have the option to create an action immediately on the spot. This action can then be assigned to another user with a priority level and due date, and they will be notified in real-time via email, text (SMS) or push notification. The assignee can then address the situation immediately, and you will be notified once this action has been completed. 

Note: If you’re on a Free iAuditor account, actions can only be assigned to yourself. To assign actions to team members, you’ll need to have a Standard or Premium subscription. Click here for more information about subscription options and to begin a trial.

[Apple device] Creating an action during an audit – iOS

  1. When a non-compliance is selected, the submenu will appear with the option to add an action. Alternatively, tap on the paperclip.

2. Create an action. You have the option to assign the action to a user within your organization account and set a priority and due date. The assignee will receive a notification.

Updating the status of pending actions

  1.  Tap on ‘Actions’ in the bottom menu of iAuditor to see your list of actions.
  2. You can update the status of the action by tapping ‘Start Action’ at the bottom to show the ‘In Progress’ status. Complete the action by tapping on ‘Mark As Done’ to close the action and update the status to ‘Done’. 

       

3. If the action cannot be done, you can change the status to ‘Can’t Do’ by pulling up the drop-down menu in the top right hand corner. You also have the option to Edit the action if necessary.

4.  You can also tap the Links to Audit field to access the specific audit and item that the action is referring to.  Note that this only applies if you have ‘View’ permissions to the audit, and is not yet available on the iAuditor web app.  As seen in the screenshot below:

The field shows the name of the audit (Pre-Start checklist) and the field that the Action was created on.  When you tap it, you will be linked to the specific item in the audit this refers to – the Action will be listed below the item, as well.

[Android device] Creating an action during an audit – Android

  1. When a non-compliance is selected, the submenu will appear with the option to add an action. Alternatively, tap on the paperclip.
  2. Create an action. You have the option to assign the action to a user within your organization account and set a priority and due date. The assignee will receive a notification.

Updating the status of pending actions

1. Tap on the 4th icon in the menu of iAuditor to see your list of actions.

2. You can update the status of the action by tapping ‘Start Action’ at the bottom to show the ‘In Progress’ status. Complete the action by tapping on ‘Mark As Done’ to close the action and update the status to ‘Done’.
       

3. If the action cannot be done, you can change the status to ‘Can’t Do’ by pulling up the drop-down menu in the top right hand corner. You also have the option to Edit the action if necessary.

4.  You can also tap the Links to Audit field to access the specific audit and item that the action is referring to.  Note that this only applies if you have ‘View’ permissions to the audit, and is not yet available on the iAuditor web app.

 

[Desktop/PC] Managing actions across the organization – iAuditor, the Web App

Within iAuditor, the web app, managers or administrators can view all details for actions across the organization and filter by Status, Assignee, Priority, Audit, Due Date and Creator.

If an action is left unassigned, a manager or administrator can log in to iAuditor, the web app, to view all actions across the organization and assign the action to the appropriate team member.

  1. Click on the action to pull up the details panel. In the details panel, click on ‘unassigned,’ select the relevant team member and click ‘Mark as Done.’ Changes are saved whenever any edits are made to the details panel.
  2. Within this details panel, the details of the action, Priority, Due Dates and status of an action can also be changed.

Action Permissions

Actions are able to be Shared along with the files they reside on.  Sharing Actions follows the same setup as your document sharing for templates and audits.

For example, Users with ‘View’ or ‘View, Edit’ permissions for an audit will have the ability to View and Edit all actions related to that audit, while users with ‘View, Edit, Delete’ permissions would have the ability to View, Edit, and Delete actions related to that audit.

 

Assigning actions to people outside of your organization

You can also assign corrective actions to third-party contractors or people outside of your organization. The steps are the same as assigning an action to someone within your organization. However, here is a quick recap:

  1. Create an Action
  2. Assign to external person via email
  3. The external person will receive email with details
  4. The external person can click on link for more details

Note: To ensure that notifications are received whenever actions are assigned or marked as complete, turn on Notifications in the device settings.