As a community owner, in order to request your community members complete assessments or for your internal users to conduct an on-site audit, you will need to setup each audit or assessment as a unique template.
There are many reasons you may want to create an audit or assessment templates. From assessing your supplier’s risk, to understand their food safety process to conducting an onsite/facility assessment or audit. Below are the steps to create an audit or assessment template.
Please note: Any role with Business Setup Edit access can create an audit or assessment template.
Creating an Audit or Assessment Template
- Go to the Admin page and navigate to the Businesses > Audits & Assessments tab.
- Select the Audit & Assessments tab and then Templates. Here you will see a list of all your previously created audits & assessments, along with some configurable column items.
- In order to add a new audit or assessment template, click on the “+” button shown on the right-hand corner.
- Now you can start creating a new assessment template. We first recommend you naming your assessment template by clicking on the ‘Edit Assessment Name’ section.
- Before you start adding the questions to your template, you will have the ability to add some options to your audit or assessment template.
Below provides the functionality of or Audit and Assessment Options, when set to Yes:
- Product Specification Audit: See Product Specification Audits article to learn more about this functionality.
- Associate to Product(s)/ Locations(s) makes it a requirement for users to associate a product or location when submitting an audit or assessment.
- Require e-signature makes it a requirement to provide an e-signature before submitting the audit or assessment.
- Enable Scoring allows you to awards points towards specific responses and then provide an overall score for the completed audit or assessment. Please note: If the assessment template includes scoring, users will see a new detailed score summary for the assessment The summary indicates the overall score on the assessment, as well as the scoring and percentage of correct questions for each section and subsection.
- Allow previous answers to populate for recurring audits and assessments allows you to copy responses from the previous occurrence on a question by question basis. Once enabled, audit and assessment takers will see their previous question responses pre-filled when completing a recurring assessment.
6. In order to start adding questions to your audit or assessment template, go to the question types section and drag the question type you want to use to the appropriate sections. Or double-click the question type on the left to add to the form on the right.
7. Within each question type, you will have the ability to add the question you want to ask by clicking on the ‘Enter Prompt Text’ section. Once clicked the section will open to allow you to ask your question along with some formatting options. To learn more, visit our Rich Text Formatting within Assessments article.
8. Within each question type, you will also have the ability to enable attachments, allow users to add comments, and add help text if you need to provide the user with additional guidance regarding your question. Please note: When sharing a supplier audit with the supplier, the question help text will be hidden. This allows template creators to use the help text to guide auditors on how to complete a question but ensures that suppliers will not see this information.
9. Lastly, within each question type, you will have the ability to set warnings for specific answers in the audit or assessment template by and skip specific questions based on the response of the question. Please note: The number of questions that cause warnings will be shown for each subsection in the PDF, and are not visible to the supplier.
10. Once you are done adding all your audits or assessment questions click save, now this audit or assessment is ready to be assigned and completed*.
*If you need to have this assessment completed on a recurring basis, you should setup a Schedule. Visit the Scheduled Assessments article to learn more. Otherwise, you should assign the Assessment Template as a requirement, either at the business, product or location level. This will allow the assessment to be presented as a To-Do on the Supplier's Dashboard. Check out our Assigning Requirements article to learn more. If you are conducting an audit internally and suppliers are not completing, you do not need to assign as a requirement of setup a schedule, the assessment will be available to complete. To learn more visit our Creating Ad Hoc Audits & Assessments article.