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Carry out an audit or inspection in ABMS

In ABMS, an audit, internal audit or safety inspection is carried out as a document in a standard document module that your company has set up for it, for example a module called Audit or Safety Inspection. You start a new document in the module, fill in its sections, which are the steps of the audit or inspection, record each finding that needs follow-up as an action, and send the document on until its last step is approved and it is published. The finished report can then be printed or saved as PDF. Which audit and inspection modules your company has, and their names, questions, sections and receivers, are your company’s own setup, so this page describes the shared steps and links to the pages that explain each one.

Before you start

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  • You need the Create right on the module’s row to start an audit or inspection, the Read right on the module’s row to open them, and the Approve right on the module’s row to publish one with the green check. Your user administrator sets these; see The Users page and the rights table. If you cannot find an audit or inspection module in the left menu, your company may not have one, or you may lack the right; ask your user administrator.
  • To record findings as actions, you need access to the Action Manager; see Create an action and send it to someone.
  • ABMS works on a phone or tablet in the browser, which is handy on site, but it needs an internet connection; see Use ABMS on your phone or tablet.

Steps

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1. Start the audit or inspection. In the left menu, open the module and click New followed by the module name, or click New document on the dashboard and choose the module. Type a title in “Enter title here” that identifies the audit or inspection. See Create a document and send it for approval.

2. Fill in the sections. The form is divided into sections, and each section is one step of the workflow: you fill in the section you own, and the person who receives the next step fills in theirs. The questions, checkpoints and ratings are the fields your company has put in the form; fields marked * (Required) must be filled in. Fields are saved as you go. Add photos with the paper clip or the phone camera. See Fill in the fields of a document and Add attachments to a document.

3. Record findings as actions. For each finding that needs follow-up, click the flag (Create new action) in edit mode. Describe the finding under Findings / Background: and the remedy under Suggested Actions:, set the Due date and the Responsible, add a Checklist if you like, and click Send. The actions are linked to the document. See Create an action and send it to someone.

4. Involve others. To ask colleagues for information while you work, use the comments panel; see Comment on a document and mention colleagues.

5. Send it on or approve it. Click the paper-plane button (Send for approval) to send the document to the next step, or the green check (Approve) if you hold the last section. The receiver of each step approves or rejects in the same way; see Approve or reject a document you received.

6. Print the report. Open the document in view mode, tick Show all to include every section, and click Print. You can print it at any stage, also while it is still in the workflow; print the published document for the finished report. ABMS makes a PDF that your browser downloads. See Print a document or save it as PDF.

What you should see

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The document moves through the sections, and its status in lists changes with each step. It is published when the last step is approved and every linked action is closed. The findings are listed in the document’s Actions view, and in the Action Manager’s action list, the column Source name (where your list shows it) gives the document’s title for each of them. The audit or inspection then appears in the module’s reports; see Find and read a standard report.

Good to know

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  • Your company’s module. Module names, sections, fields, statuses and receivers are your company’s own setup; your form may look quite different from someone else’s. To have fields, sections or the workflow changed, your company contacts Antenor support; see Get help from Antenor support and What ABMS does not do, and what to do instead.
  • Planning. This page covers carrying out and documenting an audit or inspection. How your company plans them is its own setup; ask your user administrator. A module can also have date-based e-mails set up, for example a reminder a set number of days before a date in the document; see E-mails and reminders about documents.
  • Open findings block publishing. While a linked action is not closed, the document cannot be published; the green check shows a dialog saying there are actions in progress. See Handle an action you received.
  • A button is missing. If you do not see Observation, forwarding or Send externally, the step is not set up for it. Where a step is set up for it, a section can be sent to someone outside the company to fill in; see Send a document to someone outside ABMS.
  • Changing a finished report. Whether a published document can be changed, through a new revision or field by field, depends on the module; see Edit a published document and see earlier revisions.

Next step

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