Sharing is a fundamental part of iAuditor. It controls who has access to which templates to conduct inspections, and who automatically gains visibility to those inspection results.

This article outlines the best practices when it comes to sharing and lays out four key questions you should ask yourself before setting up your template sharing and inspection auto-sharing.

IMPORTANT NOTE

Changes made to inspection auto-sharing only apply to new inspections moving forward. If you would like to apply your new auto-sharing structure to existing inspections, contact our customer support team for assistance.

Best practices

Templates

  • You should always use “Advanced Sharing” as it gives better visibility of your sharing structure.
  • You should create groups even if a group would only have one user. If you share a template with a group instead of an individual user, you can add and remove users from the group without affecting the sharing settings.
  • You may not want to provide users or groups the “View & Edit” permission for a given template, especially in larger organizations. As users would be able to edit the structure of the template or even duplicate it as a new template, which could often result in sharing and data access issues.
  • You can manage permissions to strengthen your organization’s structure. Permissions management can control feature access for users in your organization, such as restricting from creating new templates.

Inspections

  • You should always use “Advanced Sharing” as it gives better visibility of your sharing structure.
  • You should create groups even if a group would only have one user. If you share an inspection with a group instead of an individual user, you can add and remove users from the group without affecting the sharing settings.
  • In most cases, you may not want to allow users to have the “View & Edit” permission to each other’s inspections. Think about who needs access to be able to edit inspection results.

Four key questions

1. Who needs to conduct inspections with the template?

The first question you should consider is who in your organization needs to conduct inspections with the template. The answer to this question effectively defines the template sharing step, which grants template access.

Remember to create and share with groups whenever possible, even if a group just has one user. This allows you to set your sharing structure up correctly from the beginning and gives you greater autonomy when users move between groups.

2. What level of access does this user or group need for the template?

Once you know who needs the template to conduct inspections, then you need to settle on the level of access you want this user or group to have. Take a look at the different levels of access you can provide below and set the permission accordingly.

  • View: This provides a user or group view-only access to conduct inspections from the template.
  • View & Edit: This provides a user or group the ability to not only use the template for inspections but also edit its structure and adjust its sharing settings. We recommend restricting this permission to users who may need to edit the template or alter its sharing settings.
  • View, Edit & Delete: This provides a user or group full access to the template, including the ability to archive and delete it. We recommend restricting this permission to administrators.

3. Who needs to see the user or group’s inspection results?

Once the template sharing and access level are set up, you should consider who needs to see the inspections conducted by the user or group from questions 1 and 2.

Once more, we recommend creating and using groups for this. This way, you don’t have to apply changes retroactively moving forward, even if users are added and removed from groups.

4. What level of access does this user or group need for the inspection results?

Now that you know who needs to view the inspection results, you need to again decide on what level of access the user or group needs. Take a look at the different levels of access you can provide below and set the permission accordingly.

  • View: This provides a user or group view-only access to the inspections, including the ability to export inspection reports to selected formats.
  • View & Edit: This provides a user or group the ability to not only view the inspections but also edit responses, adjust sharing settings.
  • View, Edit & Delete: This provides a user or group full access to the inspections, including the ability to archive and delete the inspections.

Keep in mind that the user who starts an inspection is by default the “owner” of that inspection, meaning the user would have the “View, Edit & Delete” permission to inspections they own.

Example sharing setup

Here we use a template named “Daily Room Check”, which is owned by Shaun Cole to demonstrate the four key questions in action.

1. Who needs to conduct inspections with the template?

Shaun wants users Craig and Bethany to be able to complete inspections on this template. Additionally, Craig and Bethany both require the same level of access. It would be a good idea here to create a group. In this example, Shaun has created and added Craig and Bethany to a group called “Housekeepers”.

2. What level of access does this group need for the template?

Shaun wants them to be able to conduct inspections but not make changes to the template. In this case, Shaun has provided the group the “View” permission.

3. Who needs to see the group’s inspection results?

The managers in Shaun’s quality department need access to inspections conducted by the “Housekeepers” group. This department consists of three people. Mike, Emily, and Charlie. Additionally, they require the same level of access to the inspection results. Therefore, Shaun has created and added them to a group called “Housekeepers Managers”.

4. What level of access does this group need for the inspection results?

From time to time, the group may need to make minor changes to inspections, but not to the extent of archiving inspections. So Shaun has provided the group the “View & Edit” permission.

Take a look at the sharing structure Shaun created by following the above process.

You can also see this in a hierarchical format that may help you understand the sharing structure.

Now that you’ve decided on your sharing structure, you can learn how to set up template sharing and inspection auto-sharing in our step by step guide.

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