> For the complete documentation index, see [llms.txt](https://interfacing.gitbook.io/interfacing-help-files/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://interfacing.gitbook.io/interfacing-help-files/auditors/managing-internal-audits-apps/planning-and-executing-audits/collect-evidence.md).

# Collect Evidence

Collect and submit evidence samples for assigned tests during scheduled audit collection rounds.

## Workflow Overview

<i class="fa-location-dot">:location-dot:</i> **Current Task:** Collect Evidence

<i class="fa-user">:user:</i> **Performed By:** Assigned Collectors

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

{% hint style="info" %}
In this context, ‘assigned collectors’ includes both the Lead Evidence Collector and any collectors designated to specific evidence.
{% endhint %}

***

## Accessing the Task <a href="#accessing-the-task" id="accessing-the-task"></a>

The **Collect Evidence** task can be accessed through any of the following:

* The **To Do** module.
* The **Notification Panel** (via the **Notification Bell**).
* The **direct link** provided in the email notification.

{% hint style="danger" %}

#### Task Assignment Based on Round Scheduling

* If **Round 1** and **Round 2** share the same start and end dates, they are combined into a single task
* If the rounds have different start or end dates, they are assigned as separate tasks on their respective dates.
* If a **third round** is initiated after submission, it is assigned as a separate task.
  {% endhint %}

***

## Completing the Task

Once the audit schedule is confirmed and the start date for the first collection round is reached, begin collecting evidence.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

{% hint style="success" %}
For guidance on common form features and functions, see [**Working with Forms**](/interfacing-help-files/end-users/exploring-apps/working-with-forms.md).
{% endhint %}

{% hint style="info" %}

#### Saving Your Work

To save progress without submitting, click **Save** in the top-right corner of the panel.&#x20;

* The task remains in the **To Do** module for you to revisit and complete later.
  {% endhint %}

***

{% stepper %}
{% step %}

### Collect Evidence

To collect evidence for a test:

* Double-click the record, or
* Click **Edit** ( <i class="fa-pen">:pen:</i> )

<details>

<summary><mark style="color:blue;"><strong>Collect Evidence</strong></mark></summary>

The **Collect Evidence** allows you to collect evidence for the assigned test.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

***

<i class="fa-thumbtack-angle">:thumbtack-angle:</i> **Evidence Details**

Use this section to review key information about the evidence request.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

***

<i class="fa-thumbtack-angle">:thumbtack-angle:</i> **Audit & Test Details**

Use this section to review details about the audit, requirement, and associated test.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

* **Audit Details**\
  Expand this section to view information about the audit and the requirement linked to the test.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

* **Test Details**\
  Expand this section to view details about the test for which evidence is being collected.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

***

<i class="fa-thumbtack-angle">:thumbtack-angle:</i> **Evidence Collected (Samples)**

Use this section to collect and document the required evidence samples.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

{% hint style="warning" %}
Review the **Requested Sample Size** field to determine how many samples must be collected
{% endhint %}

* **Description**
  * **Describe the Evidence Result:** Provide a clear description of the evidence and its outcome.
* **Files**
  * **Attach Evidence:** Upload supporting files as needed.

{% hint style="info" %}
Uploaded files are automatically recorded in the **Evidence Summary** grid.
{% endhint %}

* **Links**
  * **Input URL to the Evidence:** Enter the web address for the resource.
    * Expected Format: `http://example.com`
  * **URL Display Name:** Enter a user-friendly name.
    * If left blank, the URL is used as the display name.
  * **Add Evidence Link:** Click to add the link.
    * As links are added, they populate the below grid.

      * To remove a link, select the corresponding **Delete** ( <i class="fa-trash-can">:trash-can:</i> ) icon.

      <div data-gb-custom-block data-tag="hint" data-style="info" class="hint hint-info"><p>Confirm deletion by clicking <strong>Save Changes</strong> or clicking outside the grid. To cancel, click <strong>Discard Changes</strong> or <strong>Undo</strong> ( <i class="fa-rotate-left">:rotate-left:</i> ).</p></div>

{% hint style="info" %}
Added links are also recorded in the **Evidence Summary** grid.
{% endhint %}

<p align="center">━━━━━━━━━━━━━━━━━━━━━━━━━━━</p>

The **Evidence Summary** grid provides a comprehensive overview of the evidence collection process. It logs all collector actions related to evidence, including descriptions, attached files, and links.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

***

<i class="fa-thumbtack-angle">:thumbtack-angle:</i> **Comment**

Use the **Comments** field to provide additional context, notes, or responses.

{% hint style="info" %}
Any comments (or replies) added here will appear in the **Comments** grid in the main **Collect Evidence** form.
{% endhint %}

***

<i class="fa-circle-chevron-right">:circle-chevron-right:</i> **Save Changes**

When ready to save, choose one of the following options:

* **Previous:** Click to save and navigate to the previous record.
* **Save and Close:** Click to save and close the window.
* **Next:** Click to save and navigate to the next record.

{% hint style="info" %}
Once changes are saved, the **Sample Count** in the **Evidence** grid of the main **Collect Evidence** form updates accordingly.
{% endhint %}

</details>

{% hint style="info" %}
As evidence is collected and comments are added, the information will populate the relevant grids.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>
{% endhint %}

***

{% endstep %}

{% step %}

### Submit Evidence

From the **Task Resolution** dropdown, select **Submit Evidence**, then click **Submit**.

{% hint style="danger" %}
If you attempt to submit without collecting the required number of samples, you will be prompted to confirm submission.
{% endhint %}

→ Next Step: [Review Evidence](/interfacing-help-files/auditors/managing-internal-audits-apps/planning-and-executing-audits/review-evidence.md)

{% hint style="warning" %}
If the submitted evidence is rejected during review:

* The **Collect Evidence** task is reissued, including only the rejected records.
  * In the individual **Collect Evidence** form, all previously entered information is retained, allowing you to revise or build upon existing work.
* A **Reason for Rejection** field appears in the form, displaying the reviewer’s feedback.
  {% endhint %}

***

{% endstep %}
{% endstepper %}

***


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter:

```
GET https://interfacing.gitbook.io/interfacing-help-files/auditors/managing-internal-audits-apps/planning-and-executing-audits/collect-evidence.md?ask=<question>&goal=<endgoal>
```

`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal.

The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.