Please follow the below instructions to complete the Audits Migration template. Looking to learn about the Audits Module? Start here for your initial introduction and then move on over to Audits article library.
Audit Categories Tab
On this tab, you'll fill out your audit categories. Please note that there are four default audit categories in the system already - EHS, General Compliance, Quality GxP, Sterility. These audit categories can be overwritten, updated, or deactivated. This section is optional if you do not wish to customize what is already in ZenQMS.
Here's what you are building in the account:
Here's how it is laid out on the template:
Audit Categories: this is the name of your audit category. This is a required field.
Interval (months): this is the interval for that audit category. This is a required field.
Qsheets Tab
On this tab, you'll fill out your vendors. Vendors can be added as Qsheets or Sites. Qsheets are managed and accessed via the "Jump to Qsheet" search in the bottom right corner. Sites are accessed and managed by going to Settings > Administration > Site Management. Both Sites and Qsheets can be added to your Vendor list.
Please let your ZenQMS contact know if you would like to bring your vendors in as Qsheets or Sites. Your ZenQMS contact can assist you in deciding which option to choose.
Here's what you are building in the account:
Here's how it is laid out on the template:
Site Name: This is the name of the vendor. This is required.
Mailing Address: This is the vendor's address.
City/Town: This is the city/town the vendor is located in. This is required.
State/Region: This is the state/region the vendor is located in. This is required.
Postal Code: This is the vendor's postal code.
Country: This is the country the vendor is located in. This is required.
Parent Company (if different - QSHEET ONLY): This field can only be filled out for Qsheet migrations. If the vendor has a parent company that is different from the vendor, you will list that company's name here.
Internal/External: Internal vendors are only visible to your company, where as external vendors are visible to all ZenQMS users. This is required. Please note: for external vendors, site information is visible to all ZenQMS users but your audits, vendor documents, recurring audit schedules, and custom field data is all private. Please let your ZenQMS contact know if you have any questions about this.
Main Phone: this is the vendor's phone number.
Web Address: this is the vendor's website.
Certification: If you would like to add any of the ZenQMS certifications, please list them here separated by a comma.
Custom1,2,3: On another tab in the template, you will create custom fields for your Qsheets and Audit Report. If you would like to fill out the values for the Qsheet custom fields, please replace the "Custom" header with the custom field name and fill out the value in cells below. If you have a multi-selection field, please separate the individual selections with a comma.
Audit Observations Tab
On this tab, you will customize your Observation names. This section is optional if you do not wish to customize what is already in ZenQMS.
Here's what you are building in the account:
Here's how it is laid out on the template:
Audit Observations Severity Names: these are the four standard observation severities available within your ZenQMS account.
Custom Names: if you would like to customize the standard names, you will list the updated names in this column.
Custom Fields - Settings Tab
On this tab, you will create custom fields for your Audit Reports and Qsheets/Sites. You can add up to 20 custom fields for each - 20 for the audit reports and 20 for the Qsheets. Qsheet/Site custom fields can be brought into the Vendor List. This is optional if you do not wish to bring in custom fields.
Here's what you are building in the account:
Here's how it is laid out on the template:
Display Order: this is the order you would like your custom fields to be displayed in when viewing either the Audit Report or Qsheet. This is a required field.
Abbreviation: this is the abbreviated name for your custom field. This name will display in the full tables. This is a required field.
Full Name: this is the full name of the custom field. This is a required field.
Placement: please select whether this will be a custom field for Audit Reports or for Qsheets/Sites.This is a required field.
Type: this is the type of information the custom field will collect. This is a required field.
Active: select "Yes" as this will activate the custom field to be able to be used. This is a required field.
Required: select "Yes" if the field is required, "No" if the field is not required. This is a required field.
Please note: custom fields for Qsheets/Sites will not be required. This is to prevent users from getting stuck as they review external vendors in the Qsheet database that they do not plan to use.
Custom Field - Pull Down Menus Tab
If you created Member Defined Dropdown or Multi-Select custom fields, the dropdown options will be listed here.
Here's what you are building in the account:
Here's how it is laid out on the template:
Custom Field: this is the name of the custom field. This is a required field.
List Value: this is the dropdown option you would like to add to the custom field in column A. This is a required field.
Send to Auditee - Workflow Tab
On this tab, you will configure the Send to Auditee workflow for internal audits. Each step of the workflow will be a separate line item. This is optional if you do not plan to use the module for internal audits.
Here's what you are building in the account:
Here's how it is laid out on the template:
Site Name (Internal Sites Only): please list the INTERNAL site name (Column A on the Qsheets tab). This is a required field.
Step #: this is the step number for each signature in the workflow. This is a required field.
Step Name: this is the name of the workflow step (Management Approval, QA Approval, etc). This is a required field.
Reason Code: this is the signature reason. Please select one of the options in the dropdown. This is a required field.
Can this step be delegated to another authorized user? If the step can be delegated, select "Yes". If it cannot be delegated, select "No". This is a required field.
Authorized User Groups: please list the roles that contain users who can complete this signature step. Please separate role names with a comma.
Authorized Users: please list the individual users' email addresses who can complete this signature step. Please separate the emails with a comma.
Publish Final Report - Workflow Tab
On this tab, you will configure the Publish Final Report workflow. Each step of the workflow will be a separate line item.
Here's what you are building in the account:
Here's how it is laid out on the template:
Audit Category: please list audit category you are setting up the workflow for. This is a required field.
Step #: this is the step number for each signature in the workflow. This is a required field.
Step Name: this is the name of the workflow step (Management Approval, QA Approval, etc). This is a required field.
Reason Code: this is the signature reason. Please select one of the options in the dropdown. This is a required field.
Can this step be delegated to another authorized user? If the step can be delegated, select "Yes". If it cannot be delegated, select "No". This is a required field.
Authorized User Groups: please list the roles that contain users who can complete this signature step. Please separate role names with a comma.
Authorized Users: please list the individual users' email addresses who can complete this signature step. Please separate the emails with a comma.