Quality Settings

Configure quality audit types, checklists, templates, and team members for your quality management system.

Set up and manage quality audit configurations, define compliance types, and assign quality auditors to maintain an effective quality assurance programme.

1 Overview

What this page does

The Quality Settings page provides centralized configuration for all quality audit-related settings. Use this page to define audit types, create audit checklists and templates, configure audit report formats, set up compliance types, and manage your quality audit team.

Who uses this page

Quality managers, QA leads, administrators, and users with quality management permissions.

What you see here

Settings Tabs

This page is organized into tabs for different configuration areas:

  • Quality Audit Checklists: Build reusable audit checklists with groups and items
  • Quality Audit Templates: Create pre-configured audit templates
  • Audit Types: Define quality audit categories
  • Compliance Types: Configure quality compliance classifications
  • Auditors: Manage quality audit team members
  • Quality Audit Report Configs: Set up audit report formats
Key Concepts
  • Audit Checklist: Structured set of items to evaluate during quality audits
  • Audit Template: Pre-configured checklist with default settings for specific audit types
  • Compliance Type: Classification of quality findings (e.g., Non-Compliance, Observation, Opportunity for Improvement)
  • Auditor: Team member authorized to conduct quality audits

2 Settings Tabs

The following sections describe each settings tab and its purpose. Click on a tab below to jump to its documentation.

Quality Audit Checklists
Core

Build structured audit checklists with groups and items
Quality Audit Templates
Core

Create pre-configured audit templates
Audit Types
Required

Define quality audit categories
Compliance Types
Required

Configure compliance classifications for findings
Auditors
Required

Manage quality audit team members
Quality Audit Report Configs
Optional

Set up audit report formats and layouts

3 Quality Audit Checklists Tab

Quality Context: These audit checklists are used in quality audits to ensure consistent and thorough assessments.

Overview

The Audit Checklists tab allows administrators to create and manage structured checklists used during audits. Checklists ensure auditors follow a consistent process, capture all required information, and meet compliance requirements.

What Audit Checklists Are

Key Concepts
  • Checklist: A structured set of questions, items, or requirements to be verified during an audit
  • Groups: Sections that organise related checklist items (e.g., "Documentation Review", "Physical Inspection")
  • Items: Individual questions or requirements within each group
  • Item types: Text responses, yes/no answers, document uploads, and more
  • Templates: Checklists can be used as templates for audit templates
Checklist Structure

Hierarchy:

  • Checklist (top level)
    • Group 1 (section)
      • Item 1.1 (question/requirement)
      • Item 1.2
    • Group 2
      • Item 2.1
      • Item 2.2

What You See Here

Page Controls
  • Active/Deactivated views: Radio buttons to switch between active and deactivated checklists
  • Search: Filter checklists by name
  • Add button: Create new checklists
  • Checklists table: View and manage all checklists with item counts
  • Export options: Export checklists to PDF or print
  • Pagination: When there are 16 or more checklists, page controls appear

View Existing Checklists

The Active table displays all available checklists with the following columns:

Column Description
Edit Button to open the checklist editor
Checklist name The name of the checklist (sortable by clicking the column header)
Questions/Items Total count of active items across all groups in the checklist
Export Buttons to export the checklist as PDF or send to printer
Deactivate Button to deactivate this checklist

Create a New Checklist

To build a new audit checklist:

Step 1: Set Up Basic Details

  1. Click the Add button (text varies by section)
  2. In the large window that opens, enter:
    • Name (required) - A descriptive checklist name (e.g., "Annual Compliance Audit", "Supplier Assessment")
    • Default Area - Select the insight area this checklist relates to (helps with categorisation and reporting)

Step 2: Add Checklist Groups

Groups organise related items into sections. To add groups:

  1. In the Checklist Groups & Items section, click the Add button
  2. Select Group from the options
  3. Enter the group details:
    • Group name - Descriptive title (e.g., "Pre-Audit Documentation", "On-Site Inspection", "Post-Audit Review")
    • Description (optional) - Additional context for this section
  4. Click Add or Save to create the group
  5. Repeat to add more groups as needed

Step 3: Add Items to Each Group

Items are the individual questions or requirements. To add items:

  1. Expand a group by clicking on it
  2. Click the Add button within the group
  3. Select Item
  4. Configure the item:
    • Item name/question - The question or requirement text
    • Description (optional) - Guidance for auditors on how to assess this item
    • Item type - Choose from available field types:
      • Text response - Open-ended text answer
      • Yes/No - Boolean checkbox
      • Document upload - Allow evidence file attachment
      • Date - Date selection
      • Dropdown - Predefined options
    • Required vs optional - Mark whether auditors must complete this item
    • Insight area (optional) - Link specific items to areas if different from checklist default
  5. Click Add or Save to create the item
  6. Repeat to add more items within the group

Step 4: Reorder Groups and Items

To arrange groups and items in the desired sequence:

  • Use the up and down arrows to move groups or items
  • Groups appear in the order shown during audits
  • Items within groups also follow the displayed order
  • Drag-and-drop may be available depending on the interface

Step 5: Save the Checklist

  1. Review the complete checklist structure
  2. Click Submit to save and close, or Save to continue editing
  3. The checklist appears in the Active table
Note: The large editing window can be maximised for easier editing of complex checklists. Look for the maximise button in the window header.

Edit an Existing Checklist

To modify a checklist:

  1. Locate the checklist in the Active table
  2. Click the Edit button (pencil icon)
  3. The checklist editor opens showing:
    • Basic details (name, default area)
    • All groups and items in the current structure
  4. Make changes:
    • Edit group or item details by clicking on them
    • Add new groups or items
    • Remove groups or items (typically by deactivating them)
    • Reorder groups or items
  5. Click Submit or Save to save your changes
Note: Changes to checklists affect new audits created after the change. Existing audits that used this checklist retain their original structure.

Export a Checklist

To export a checklist for review or distribution:

  1. Locate the checklist in the Active table
  2. In the Export column, choose:
    • PDF button - Generates a PDF document of the complete checklist
    • Print button - Opens the print dialogue for immediate printing
  3. The exported document shows:
    • Checklist name and details
    • All groups with their names
    • All items within each group
    • Item types and requirements

Deactivate a Checklist

When a checklist is no longer needed for new audits:

  1. Locate the checklist in the Active table
  2. Click the Deactivate button (ban icon)
  3. The checklist moves to the Deactivated view

What happens when you deactivate: The checklist is removed from selection lists when creating audit templates. Existing audit templates and audits that use this checklist remain unchanged.

Reactivate a Checklist

To restore a previously deactivated checklist:

  1. Switch to the Deactivated view using the radio buttons
  2. Locate the checklist in the table
  3. Click the Activate button (plus icon)
  4. The checklist returns to the Active table

Usage in Audit Templates

Checklists are used when:

  • Creating audit templates: Select a base checklist, then customise it for specific audit types
  • Conducting audits: The checklist structure guides auditors through the assessment
  • Standardisation: Ensures all audits of the same type follow the same process
  • Compliance: Demonstrates systematic audit procedures for regulatory requirements

Permissions

To view and manage audit checklists, you must have the Quality Settings - Full Access permission. Users without this permission see an access notification instead of the settings page.

Best Practices

Tips
  • Organise checklists into logical groups that follow the audit workflow (e.g., Pre-Audit, On-Site, Post-Audit)
  • Write clear, specific questions that leave no room for interpretation. This ensures consistent audit results
  • Include descriptions for items to provide guidance to auditors, especially for complex requirements
  • Review and update checklists regularly to reflect current regulations, standards, and organisational requirements
  • Keep checklists focused and manageable. Very long checklists can overwhelm auditors and reduce effectiveness

4 Quality Audit Templates Tab

Quality Context: These audit templates are pre-configured checklists ready to use for quality audits, saving time and ensuring consistency.

Overview

The Audit Templates tab allows administrators to create ready-to-use audit configurations based on checklists. Templates combine a base checklist with customised settings, default values, and pre-filled information, making it faster to create audits while maintaining consistency.

What Audit Templates Are

Key Concepts
  • Template: A pre-configured audit setup based on a checklist, ready to apply when creating audits
  • Base checklist: The underlying checklist structure that the template uses
  • Customisation: Templates can modify the base checklist, add defaults, or include additional settings
  • Time-saving: Instead of configuring each audit from scratch, apply a template to start with predefined settings
  • Consistency: Templates ensure all audits of the same type follow the same structure and requirements
Template vs Checklist

Checklist:

  • Generic structure of groups and items
  • Reusable across multiple scenarios
  • No default values or pre-filled information

Template:

  • Specific to a particular audit type
  • Built on a base checklist
  • Can include default values and settings
  • Ready to apply when creating an audit

What You See Here

Page Controls
  • Active/Deactivated views: Radio buttons to switch between active and deactivated templates
  • Search: Filter templates by name
  • Add button: Create new audit templates
  • Templates table: View and manage all templates
  • Pagination: When there are 16 or more templates, page controls appear

View Existing Templates

The Active table displays all available templates with the following columns:

Column Description
Edit Button to open the template editor
Name The name of the template (sortable by clicking the column header)
Deactivate Button to deactivate this template

Create a New Audit Template

To build a new template:

Step 1: Start with Basic Details

  1. Click the Add new audit template button
  2. In the large window that opens, enter:
    • Template name (required) - A descriptive name (e.g., "Annual SMS Audit", "Maintenance Facility Assessment")
    • Description (optional) - Additional context about when to use this template

Step 2: Select a Base Checklist

  1. Choose a base checklist from the available options
  2. The checklist structure (groups and items) loads into the template editor
  3. This forms the foundation of your template
Note: You must have at least one active checklist before creating a template. Checklists are managed in the Audit Checklists tab.

Step 3: Customise the Checklist (Optional)

Once the base checklist loads, you can customise it for this specific template:

  • Modify items: Change questions, descriptions, or field types
  • Add items: Include additional questions specific to this audit type
  • Remove items: Deactivate items that aren't needed for this template
  • Reorder groups/items: Arrange the structure to match your audit workflow
  • Set defaults: Pre-fill expected answers or values where appropriate
Note: Changes you make to the template do not affect the base checklist. The base checklist remains unchanged for use in other templates.

Step 4: Configure Template Settings

Set up template-specific options:

  • Default insight area: Link the template to a specific area for automatic categorisation
  • Entity assignment: Restrict template visibility to specific organisations (if enabled)
  • Template settings: Configure any template-specific behaviour or defaults

Step 5: Save the Template

  1. Review the complete template configuration
  2. Click Submit to save and close, or Save to continue editing
  3. The template appears in the Active table

Edit an Existing Template

To modify a template:

  1. Locate the template in the Active table
  2. Click the Edit button (pencil icon)
  3. The template editor opens showing:
    • Template name and details
    • Base checklist reference
    • All customised groups and items
    • Template settings
  4. Make your changes
  5. Click Submit or Save
Warning: Changes to templates affect audits created after the change. Existing audits that used this template retain their original configuration.

Deactivate a Template

When a template is no longer needed for new audits:

  1. Locate the template in the Active table
  2. Click the Deactivate button (ban icon)
  3. The template moves to the Deactivated view

What happens when you deactivate: The template is removed from selection lists when creating audits. Existing audits that used this template remain unchanged.

Reactivate a Template

To restore a previously deactivated template:

  1. Switch to the Deactivated view using the radio buttons
  2. Locate the template in the table
  3. Click the Activate button (plus icon)
  4. The template returns to the Active table

Apply Template When Creating an Audit

Templates save time when creating audits. To use a template:

  1. Navigate to the audit creation page
  2. When creating a new audit, select a template from the dropdown
  3. The audit inherits:
    • The complete checklist structure
    • All customised questions and items
    • Any default values or pre-filled information
    • Template settings and configurations
  4. You can still make audit-specific changes after applying the template
  5. Complete the audit creation process

Permissions

To view and manage audit templates, you must have the Quality Settings - Full Access permission. Users without this permission see an access notification instead of the settings page.

Best Practices

Tips
  • Create templates for frequently conducted audits (e.g., annual compliance, quarterly reviews, supplier assessments)
  • Use clear, descriptive template names that indicate the audit type and purpose
  • Keep templates updated to reflect current regulations and organisational procedures
  • Test new templates by creating a trial audit before using them for live audits
  • Don't over-customise templates. Keep them flexible enough to accommodate variations in similar audits
  • Review and refine templates based on auditor feedback and lessons learned from completed audits

5 Audit Types Tab

Quality Context: These audit types are used to categorise quality audits, helping to organise and report on different types of assessments.

Overview

The Audit Types tab allows administrators to create and manage categories for audits. Audit types help organise audits by their purpose or focus area (e.g., "Internal Audit", "External Audit", "Surveillance Audit", "Compliance Audit").

What Audit Types Are

Key Concepts
  • Audit type: A category that classifies audits by their purpose or methodology
  • Organisation: Audit types help group similar audits together for reporting and tracking
  • Flexibility: You can create as many audit types as needed to match your organisation's processes
  • Historical data: Audit types remain linked to past audits even after deactivation
Common Examples
  • Internal audit: Audits conducted by your own organisation
  • External audit: Audits conducted by regulatory authorities or certification bodies
  • Supplier audit: Audits of third-party suppliers or contractors
  • Compliance audit: Audits focused on regulatory compliance
  • Surveillance audit: Ongoing monitoring audits

What You See Here

Page Controls
  • Active/Deactivated views: Radio buttons to switch between active and deactivated audit types
  • Search: Filter audit types by name
  • Add button: Create new audit types
  • Audit types table: View and manage all audit types
  • Pagination: When there are 16 or more audit types, page controls appear

View Existing Audit Types

The Active table displays all available audit types with the following columns:

Column Description
Edit Button to open the edit window
Type name The name of the audit type (sortable by clicking the column header)
Deactivate Button to deactivate this audit type
Delete Button to permanently delete this audit type (only if not used in any audits)

Add a New Audit Type

To create a new audit type:

  1. Click the Add new audit type button
  2. In the window that opens, enter the following:
    • Type name (required) - The name of the audit type (e.g., "Internal Audit", "External Audit", "Compliance Audit")
  3. Click Submit to save the audit type
  4. The new audit type appears in the Active table
Note: Audit types have a simple structure with just a name. This keeps them flexible and easy to use across different audit scenarios.

Edit an Existing Audit Type

To modify an audit type:

  1. Locate the audit type in the Active table
  2. Click the Edit button (pencil icon)
  3. Update the type name as needed
  4. Click Submit to save your changes
Note: Changing an audit type name updates the display for all audits using that type. The audit records themselves are not affected.

Deactivate an Audit Type

When an audit type is no longer needed for new audits:

  1. Locate the audit type in the Active table
  2. Click the Deactivate button (ban icon)
  3. The audit type moves to the Deactivated view

What happens when you deactivate: The audit type is removed from selection dropdowns and cannot be selected when creating new audits. Existing audits that use this type remain unchanged and continue to display the type name.

Reactivate an Audit Type

To restore a previously deactivated audit type:

  1. Switch to the Deactivated view using the radio buttons
  2. Locate the audit type in the table
  3. Click the Activate button (plus icon)
  4. The audit type returns to the Active table

Delete an Audit Type

To permanently remove an audit type:

  1. Locate the audit type in the Active table
  2. Click the Delete button (trash icon)
  3. Confirm the deletion in the dialogue that appears
Important: You can only delete an audit type if it is not used in any audits. If audits reference this type, you must deactivate it instead. This protects historical audit data.

Usage in Audit Creation

Audit types are used when:

  • Creating audits: When setting up a new audit, users select the applicable audit type from a dropdown
  • Filtering audits: Users can filter the audit list by type to find specific categories of audits
  • Reporting: Audit reports and dashboards can group or filter by audit type
  • Scheduling: Audit types help plan and track different types of assessments

Search and Filter

To quickly find an audit type:

  • Use the Search box to filter by type name
  • Click the Type name column header to sort alphabetically (ascending or descending)
  • Switch between Active and Deactivated views using the radio buttons
  • If there are many audit types (16+), use the pagination controls at the bottom of the table

Permissions

To view and manage audit types, you must have the Quality Settings - Full Access permission. Users without this permission see an access notification instead of the settings page.

Best Practices

Tips
  • Use clear, descriptive names that make sense to all users. Avoid abbreviations unless they are widely understood
  • Keep the number of audit types manageable. Too many types make selection difficult and reporting cluttered
  • Align audit types with your organisation's audit programme and regulatory requirements
  • Deactivate rather than delete audit types when they're no longer needed. This preserves historical audit data

6 Compliance Types Tab

Quality Context: These compliance types are used in quality reports, audits, and findings to categorise items according to regulatory requirements and company policies.

Overview

The Compliance Types tab allows administrators to manage the list of compliance categories used throughout the Quality module. Compliance types categorise findings and non-conformances according to regulatory requirements, internal policies, and industry standards.

What You See Here

Page Controls
  • Active/Deactivated views: Radio buttons to switch between active and deactivated compliance types
  • Search: Filter compliance types by name
  • Add button: Create new compliance types
  • Compliance types table: View and manage all compliance types with sorting and level controls
Key Concepts
  • Compliance type: A category that classifies findings based on regulatory or policy requirements
  • Level: The priority order in which compliance types are displayed (drag arrows to reorder)
  • Corrective action requirement: Whether findings of this type must have corrective actions assigned
  • Active vs deactivated: Active types are available for new findings; deactivated types remain linked to existing items

Add a New Compliance Type

To create a new compliance type:

  1. Click the Add new compliance type button at the top right of the page
  2. In the window that opens, complete the following fields:
    • Compliance name (required) - The name of the compliance category (e.g., "SACAA Regulations", "Company Policy", "ICAO Standards")
    • Must have corrective action (checkbox) - Tick this if findings of this type always require corrective actions
    • Corrective action plan submission deadline - Number of days within which the corrective action plan must be submitted (0 = immediate, leave blank for no deadline)
    • Corrective action implementation deadline - Number of days within which the corrective action must be implemented (0 = immediate, leave blank for no deadline)
    • Corrective action submission type - Choose between:
      • Always Combined - Plans and implementation are always submitted together
      • Always Separate - Short-term and long-term actions are submitted and reviewed separately
  3. Click Submit to save the compliance type
  4. The new compliance type appears in the Active table at the bottom of the priority list
Note: Negative values for deadlines are not allowed. Use 0 for immediate deadlines, or leave blank for no specific deadline.

Edit a Compliance Type

To modify an existing compliance type:

  1. Locate the compliance type in the Active table
  2. Click the Edit button (pencil icon) in the row
  3. Update the fields in the window that opens
  4. Click Submit to save your changes
Warning: Changing corrective action requirements affects how findings are processed. Ensure changes align with your Quality procedures.

Reorder Compliance Types

Compliance types are displayed in priority order (Level) in dropdown lists throughout the system. To change the order:

  1. Locate the compliance type you want to move in the Active table
  2. Click the up arrow to move it higher in the priority list
  3. Click the down arrow to move it lower in the priority list
  4. The Level number updates automatically

Deactivate a Compliance Type

When a compliance type is no longer needed:

  1. Locate the compliance type in the Active table
  2. Click the Deactivate button (ban icon)
  3. The compliance type moves to the Deactivated view

What happens when you deactivate: The compliance type is removed from dropdown lists and cannot be selected for new findings. However, it remains linked to any existing findings, audits, or reports that already reference it.

Reactivate a Compliance Type

To restore a previously deactivated compliance type:

  1. Switch to the Deactivated view using the radio buttons
  2. Locate the compliance type in the table
  3. Click the Activate button (plus icon)
  4. The compliance type returns to the Active table

Fields Reference

The Active compliance types table shows:

Column Description Editable
(Arrows) Controls to move compliance type up or down in priority order Yes (click arrows)
Level Display order number (1 = highest priority). Updates automatically when reordering No (changed via arrows)
Edit Button to open the edit window N/A
Compliance name The name of the compliance type Yes (via Edit)
Corrective action Shows ✓ (green check) if corrective actions are required, or ✗ (red cross) if optional Yes (via Edit)
Period for plan Deadline for submitting corrective action plan (days). Shows "Immediate" for 0 days, "N/A" if not set Yes (via Edit)
Period for implementation Deadline for implementing corrective action (days). Shows "Immediate" for 0 days, "N/A" if not set Yes (via Edit)
Submission Type Shows "Always Combined" or "Always Separate" submission workflow Yes (via Edit)
Deactivate Button to deactivate this compliance type N/A

Usage Throughout the System

Compliance types are used in:

  • Findings: When creating a finding during an audit or investigation, users select the applicable compliance type
  • Corrective actions: The compliance type determines corrective action requirements and deadlines
  • Reports and exports: Findings can be filtered and grouped by compliance type
  • Dashboards: Metrics and charts display compliance type breakdowns

Permissions

To view and manage compliance types, you must have the Quality Settings - Full Access permission. Users without this permission see an access notification instead of the settings page.

Best Practices

Tips
  • Order compliance types by importance or frequency of use. The most commonly used types should appear first in the list
  • Use clear, descriptive names that make sense to all users. Avoid abbreviations unless they are widely understood
  • Deactivate rather than delete. This preserves historical data while preventing future use

7 Auditors Tab

Quality Context: Manage the team members authorized to conduct quality audits or investigate quality reports.

Overview

The Auditors/Investigators tab allows administrators to designate which users can conduct audits or investigate reports in this section. Only users added here will be able to be assigned as auditors or investigators, ensuring proper authorization and access control.

Understanding Auditors vs Investigators

Auditors
  • Purpose: Conduct planned audits and assessments
  • Access: Can create, conduct, and complete audits
  • Responsibilities: Follow audit templates, complete checklists, document findings
  • Assignment: Assigned to audits before or during the audit process
  • Reports: Generate audit reports based on their findings
Investigators
  • Purpose: Investigate events, incidents, or reported issues
  • Access: Can create, investigate, and close investigation reports
  • Responsibilities: Gather evidence, interview witnesses, determine root causes
  • Assignment: Assigned to reports/events requiring investigation
  • Reports: Generate investigation reports with findings and recommendations
Note: Some sections only use auditors (Quality), others only use investigators (Ad Hoc), and some use both (Safety, Security, DG). The page title and functionality adjust accordingly.

What You See Here

Page Controls
  • Search: Filter team members by name, ID number, or passport number
  • Add button: Add new auditors or investigators to the team
  • Team table: View all authorized team members with their details
  • Pagination: When there are 16 or more team members, page controls appear

View Team Members

The table displays all authorized auditors/investigators with the following columns:

Column Description
Name Team member's full name (sortable by clicking the column header)
ID Identity number (sortable)
Passport Passport number (sortable)
Auditor Entity (if enabled) The organization entity this auditor is associated with
Remove Button to remove this team member from auditor/investigator role

Add a Team Member

To authorize a user as an auditor or investigator:

  1. Click the Add new auditor/investigator button (button text varies by section)
  2. In the window that opens, search for and select the user you want to add:
    • Search by name, ID number, or passport number
    • Only active system users appear in the list
    • Users must already exist in the system
  3. If applicable, select the role:
    • Auditor: Can conduct audits only
    • Investigator: Can investigate reports only
    • Both: Can conduct audits and investigate reports
  4. If entity-specific settings are enabled, select the auditor entity (organization they represent)
  5. Click Add or Submit to save
  6. The user appears in the team table
Note: The user receives permissions automatically based on their role. They can now be assigned to audits or investigations in this section.

Remove a Team Member

To remove authorization from an auditor or investigator:

  1. Locate the team member in the table
  2. Click the Remove button (trash icon) in their row
  3. Confirm the removal if prompted
  4. The user is removed from the team table
Important: Removing a team member does not affect audits or reports they are already assigned to. It only prevents them from being assigned to new audits or investigations. Their past work remains unchanged.

Impact on Audit and Report Assignment

Being listed as an auditor or investigator affects several areas:

For Auditors:

  • Audit assignment: They appear in auditor selection lists when creating or editing audits
  • Audit access: They can view and work on audits they are assigned to
  • Findings: They can document findings and observations during audits
  • Reports: They can generate audit reports for their assigned audits
  • Notifications: They receive notifications about their assigned audits

For Investigators:

  • Investigation assignment: They appear in investigator selection lists for reports and events
  • Report access: They can view and work on investigations they are assigned to
  • Evidence collection: They can gather and document evidence
  • Root cause analysis: They can perform and document root cause investigations
  • Reports: They can generate investigation reports for their assigned cases
  • Notifications: They receive notifications about their assigned investigations

Entity-Specific Settings

If entity-specific checklists and templates are enabled in your organization, auditors are associated with specific entities (companies or subsidiaries). This controls which checklists and templates they can access and use. Auditors can only use checklists and templates that belong to:

  • Their assigned entity
  • Parent entities (ancestors) of their assigned entity
  • Subsidiary entities (descendants) of their assigned entity

Search and Filter

To quickly find a team member:

  • Use the Search box to filter by:
    • Name (first name, surname, initials)
    • ID number
    • Passport number
  • Click any column header to sort by that column
  • If there are many team members (16+), use the pagination controls at the bottom of the table

Permissions

To view and manage auditors and investigators, you must have the Quality Settings - Full Access permission. Users without this permission see an access notification instead of the settings page.

Best Practices

Tips
  • Only authorize users who are trained and qualified to conduct audits or investigations in this area
  • Review the auditor/investigator list regularly to ensure it reflects current team members and qualifications
  • Consider assigning experienced auditors/investigators as mentors for new team members
  • If using entity-specific settings, ensure auditors are assigned to the correct entities for proper access control

8 Quality Audit Report Configurations Tab

Quality Context: These report configurations control how quality audit reports are formatted, what sections are included, and how they appear.

Overview

The Audit Report Configurations tab allows administrators to create and manage templates that control the appearance and content of audit reports. Report configurations define which sections appear in audit reports, customise headers and footers, set branding options, and control how findings are displayed.

What Audit Report Configurations Are

Key Concepts
  • Report configuration: A template that defines the structure and appearance of audit reports
  • Section selection: Choose which parts of the audit appear in the report (findings, evidence, checklists, etc.)
  • Customisation: Personalise headers, footers, cover pages, and branding
  • Consistency: Ensures all reports follow a standard format for professionalism and compliance
  • Flexibility: Create different configurations for different audit types or audiences
Common Use Cases
  • Internal reports: Detailed configuration with all findings and evidence for internal review
  • Client reports: Professional configuration with executive summary and key findings only
  • Regulatory reports: Configuration meeting specific authority requirements
  • Executive summaries: High-level configuration with conclusions and recommendations

What You See Here

Page Controls
  • Active/Deactivated views: Radio buttons to switch between active and deactivated configurations
  • Search: Filter configurations by name
  • Add button: Create new report configurations
  • Configurations table: View and manage all report configurations with reordering controls
  • Pagination: When there are 16 or more configurations, page controls appear

View Existing Report Configurations

The Active table displays all available configurations with the following columns:

Column Description
(Arrows) Controls to move configuration up or down in sort order
Edit Button to open the configuration editor
Name The name of the report configuration
Deactivate Button to deactivate this configuration

Create a New Report Configuration

To build a new audit report configuration:

Step 1: Name the Configuration

  1. Click the Add new audit report configuration button
  2. Enter a configuration name (e.g., "Standard Internal Audit Report", "Client Executive Summary", "Regulatory Submission")

Step 2: Select Sections to Include

Choose which parts of the audit appear in the report:

  • Executive summary: High-level overview of the audit
  • Audit details: Audit scope, objectives, and methodology
  • Findings: All identified issues and observations
  • Evidence: Supporting documentation and attachments
  • Checklist responses: Complete checklist with answers
  • Corrective actions: Actions planned or completed
  • Recommendations: Auditor suggestions
  • Conclusions: Overall assessment and outcomes
  • Appendices: Additional reference materials

Step 3: Customise Header and Footer

Personalise the header and footer that appear on each page:

  • Header content: Company name, audit title, document number
  • Footer content: Page numbers, date, confidentiality notice
  • Font and style: Choose font size, colour, and alignment
  • Dynamic fields: Insert placeholders that auto-populate (e.g., audit date, auditor name)

Step 4: Configure Cover Page Options

Set up the report cover page:

  • Cover page template: Select from available designs or create custom
  • Logo placement: Add organisation logo and position it
  • Title and subtitle: Define how audit name and details display
  • Audit information: Choose which audit metadata appears (dates, location, auditors)
  • Signature blocks: Include approval signatures if needed

Step 5: Set Findings Display Options

Control how findings are presented:

  • Grouping: Group findings by severity, category, or area
  • Sorting: Sort findings by priority, date discovered, or custom order
  • Detail level: Include full descriptions, summaries, or key points only
  • Evidence display: Show embedded images, links to attachments, or reference numbers
  • Status indication: Display finding status (open, closed, in progress)

Step 6: Configure Branding and Logo Options

Apply organisation branding:

  • Logo: Upload and position your organisation logo
  • Colour scheme: Set primary colours for headers, highlights, and accents
  • Fonts: Choose report fonts (body text, headings)
  • Watermark: Add "Draft", "Confidential", or custom watermarks

Step 7: Save the Configuration

  1. Review all settings
  2. Click Submit to save the configuration
  3. The configuration appears in the Active table

Edit an Existing Configuration

To modify a report configuration:

  1. Locate the configuration in the Active table
  2. Click the Edit button (pencil icon)
  3. Update any settings:
    • Change included sections
    • Modify header/footer content
    • Update branding or logo
    • Adjust findings display options
  4. Click Submit to save your changes
Note: Changes to report configurations affect reports generated after the change. Existing reports remain unchanged.

Reorder Configurations

The sort order determines how configurations appear in dropdown lists:

  1. Locate the configuration in the Active table
  2. Click the up arrow to move it higher in the sort order
  3. Click the down arrow to move it lower
  4. The sort order updates automatically

Tip: Place the most frequently used configurations at the top for easy access.

Deactivate a Configuration

When a configuration is no longer needed:

  1. Locate the configuration in the Active table
  2. Click the Deactivate button (ban icon)
  3. The configuration moves to the Deactivated view

What happens when you deactivate: The configuration is removed from selection lists when generating reports. Existing reports that used this configuration remain unchanged.

Reactivate a Configuration

To restore a previously deactivated configuration:

  1. Switch to the Deactivated view using the radio buttons
  2. Locate the configuration in the table
  3. Click the Activate button (plus icon)
  4. The configuration returns to the Active table at the bottom of the sort order

Use Configuration When Generating Reports

To apply a configuration when creating audit reports:

  1. Complete your audit
  2. Navigate to the audit report generation section
  3. Select a report configuration from the dropdown
  4. Click Generate Report
  5. The report is created using the selected configuration's settings
  6. Download, print, or share the report

Permissions

To view and manage audit report configurations, you must have the Quality Settings - Full Access permission. Users without this permission see an access notification instead of the settings page.

Best Practices

Tips
  • Create separate configurations for different audiences (internal, client-facing, regulatory)
  • Include all sections for internal reports, but create streamlined configurations for external distribution
  • Test new configurations by generating a sample report before using them for live audits
  • Use consistent branding across all report configurations to maintain professional appearance
  • Include clear headers and footers with page numbers, dates, and confidentiality notices as appropriate

9 Best Practices

Checklist Design
  • Group related items logically for easier navigation during audits
  • Use clear, concise item descriptions that auditors can quickly understand
  • Include reference numbers to link items to procedures or standards
  • Test checklists with real audits before deploying organization-wide
  • Review and update checklists regularly based on audit feedback
Template Management
  • Create templates for recurring audit types to ensure consistency
  • Use descriptive template names that clearly indicate their purpose
  • Customize templates with default team members and due dates where appropriate
  • Deactivate outdated templates rather than deleting to preserve history
Audit Types
  • Define audit types that align with your QMS structure
  • Use consistent naming conventions across all audit types
  • Create specific types rather than generic ones for better reporting
  • Common examples: Internal Audit, Process Audit, System Audit, Surveillance Audit
Team Management
  • Assign auditors who are independent of the areas they audit
  • Ensure auditors have appropriate training and competence
  • Use entity-specific settings if you need to restrict checklist access
  • Regularly review and update auditor assignments
  • Maintain a pool of trained auditors for flexibility in scheduling
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