> 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/trigger-ad-hoc-audit.md).

# Trigger Ad Hoc Audit

Create and submit an audit to initiate the Audit Execution workflow.

## Workflow Overview

<i class="fa-location-dot">:location-dot:</i>  **Current Task:** Trigger Ad Hoc Audit

<i class="fa-user">:user:</i>  **Performed By:** Team Leader (e.g., Audit Lead, Audit Supervisor, Engagement Lead)

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

***

## Completing the Form

Use the **Trigger Ad Hoc Audit** form to initiate an audit outside the regular schedule.

<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 %}

***

{% stepper %}
{% step %}

### Assign Audit Program(s)

Select one or more audit programs to include in the audit.

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

Click **Add** to assign an audit program.&#x20;

<details>

<summary><mark style="color:blue;"><strong>Add Audit Program to Plan</strong></mark></summary>

The **Add Audit Program to Plan** form allows you to link approved audit programs to the audit.

{% hint style="danger" %}
You can only access audit programs where you are designated as team leader.
{% endhint %}

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

1. **Access Audit Programs**
   * In the **Select the Audit Program** field, use one of the following methods:
     * Enter the name of an approved audit program and select it from the dropdown.\
       → If used, proceed to Step 4.
     * Click the <i class="fa-angle-down">:angle-down:</i> icon to open the **Select Audit** form and view all approved audit programs.
2. **Locate Audit Program**
   * Locate the required audit program in the list.

{% hint style="success" %}

#### Filtering Audit Programs

Use the **Filter Panel** at the top of the form to filter by ID or name.
{% endhint %}

3. **Select Audit Program**
   * Double-click the audit program to select it.
4. **Assign Audit Program**
   * After selecting an audit program, choose:
     * **Save and New:** Click to assign the selected program and open a new form to add another.
     * **Save and Close:** Click to assign the selected program and close the form.

</details>

Added entries appear in the grid, where they can be removed by clicking **Delete** ( <i class="fa-trash-can">:trash-can:</i> ).

{% hint style="info" %}
Confirm deletion by clicking **Save Changes** or clicking outside the grid. To cancel, click **Discard Changes** or **Undo** ( <i class="fa-rotate-left">:rotate-left:</i> ).
{% endhint %}

***

{% endstep %}

{% step %}

### Review & Configure Audit Information

Review and update information to reflect the audit's scope and purpose.

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

{% hint style="info" %}

#### How Audit Information Is Populated

The following fields are automatically populated based on the assigned audit program:

* **Audit Name**
* **Audit Type** (locked)
* **Total Estimated Effort (Hours)**

As additional programs are assigned, values are consolidated:

* **Audit Name** includes all program names, separated by “&”.
* **Total Estimated Effort (Hours)** is the sum of all program estimates.
* **Audit Type** becomes editable; select a value that applies to all programs.
  {% endhint %}

{% hint style="danger" %}
Any manual changes to these fields will be overwritten if audit programs are added or updated.
{% endhint %}

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

**Read-Only Fields** (🔒)

* **Audit ID:** A system-generated, unique identifier used for tracking and reference.

***

{% endstep %}

{% step %}

### Set Timeline

Define the planned timeline for the audit.

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

* **Planned Start Date:** Confirm the date when the audit is expected to begin.

{% hint style="info" %}
This field defaults to the current date. You may adjust it to an earlier date if needed; future dates are not permitted.
{% endhint %}

* **Planned End Date:** Select the date when the audit is expected to be completed.

***

{% endstep %}

{% step %}

### Assign Participants & Configure Schedule

Specify the audit participants and configure scheduling details.

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

{% hint style="warning" %}
Before completing this section, click **Assign Auditors to Requirement** to populate the **Requirements & Auditors** section.
{% endhint %}

* [**Participant Auditors:**](#user-content-fn-1)[^1] Select one or more users who will take part in the audit.
* [**Lead Auditor:**](#user-content-fn-2)[^2] Select the user responsible for leading the audit.
* [**Auditees' Roles:**](#user-content-fn-3)[^3] Select one or more roles associated with the auditees.
* [**Auditees:**](#user-content-fn-4)[^4] Select one or more users to be audited.

{% hint style="info" %}
This field is automatically populated based on the selected roles. You can add or remove individuals as needed.

* The selected auditees will receive an email with details about the audit.
  {% endhint %}

* **First Reminder to be Sent:** Enter the number of days before the audit start date when the first reminder should be sent.

* **Schedule Type:** Choose how the audit will be scheduled.
  * If <mark style="color:blue;">**Date Range**</mark>, the start date (**From**) is fixed to the current date; select the end date (**To**) accordingly.
  * If <mark style="color:blue;">**Single Day**</mark>, indicate whether the audit is an all-day event.

    * If <mark style="color:blue;">**Yes**</mark>, select the date.
    * If <mark style="color:blue;">**No**</mark>, select the start time and enter the duration (in hours).

    <div data-gb-custom-block data-tag="hint" data-style="info" class="hint hint-info"><p>Where applicable, the <strong>Duration</strong> field is automatically populated using the <strong>Total Estimated Effort (Hours)</strong> from the assigned audit program(s).</p></div>

***

{% endstep %}

{% step %}

### Configure Requirement Testing

Define which requirements will undergo testing.

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

{% hint style="info" %}

#### How Requirements Are Populated

When audit programs are assigned, their associated requirements automatically populate the **Requirement(s) Needs Testing?** section.&#x20;

* If multiple programs are assigned, duplicate requirements are automatically excluded.
  {% endhint %}

You can enable or disable testing for individual requirements or all at once.

**For individual requirements:**

* Check **Requires Testing?** to include a requirement in testing.
* Click **Save Changes** or click outside the grid to apply.&#x20;
  * To cancel, click **Discard Changes**.
* Leave the box unchecked to exclude the requirement from testing.

**For all requirements:**

* Click **Enable Testing For All** to include all requirements.
* Click **Disable Testing For All** to exclude all requirements.

{% hint style="warning" %}

#### How Testing Is Applied

A requirement is included in testing only if all of the following conditions are met:

* **Requires Testing?** is selected
* It is linked to one or more tests
* At least one linked test has associated evidence

If any condition is not met, the requirement is excluded from testing.
{% endhint %}

***

{% endstep %}

{% step %}

### Assign Auditors to Requirements

Assign an auditor to each requirement.

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

By default, all requirements are assigned to the **Lead Auditor**. To reassign, use the **Auditor** column.

{% hint style="info" %}
Click **Save Changes** or click outside the grid to apply updates. To cancel, click **Discard Changes**.
{% endhint %}

***

{% endstep %}

{% step %}

### Override Audit Location (Optional)

Override the default location inherited from the assigned audit program(s).

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

* [**Region:**](#user-content-fn-5)[^5] Select the geographic region where the audit will be conducted.
  * Selecting a **Region** filters the options shown in the **Country** field.
* [**Country:**](#user-content-fn-6)[^6] Select the country within the chosen region.
  * Selecting a **Country** filters the options shown in the **Site** field.
* **Set This Location:** Select to apply the selected location to all assigned audit programs.
  * If selected, the **Site** field will be enabled.
* [**Site:**](#user-content-fn-7)[^7]**\*** Select the site within the chosen country.

***

{% endstep %}

{% step %}

### Submit Audit

Click **Submit** to trigger the audit for execution.

→ Next Step: [Evaluate Requirements](/interfacing-help-files/auditors/managing-internal-audits-apps/planning-and-executing-audits/evaluate-requirements.md)

***

{% endstep %}
{% endstepper %}

***

## See Also

<table data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-cover data-type="image">Cover image</th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><strong>Tracking &#x26; Monitoring Audits</strong></td><td>Monitor the status and progress of audits using lists and dashboards.</td><td><a href="https://1488562728-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FTx7AmE0d2Q4ja20EYjF5%2Fuploads%2FNZOvD3ldHJ3i1zsvDksS%2FCR-V16-Icons-1.png?alt=media&amp;token=7c420cc4-9abf-4601-8fc3-8e9769771b27">App-V16-Icons-1.png</a></td><td><a href="/interfacing-help-files/auditors/managing-internal-audits-apps/tracking-and-monitoring-audits.md">Tracking &amp; Monitoring Audits</a></td></tr></tbody></table>

[^1]: 💡 **For Administrators:**

    * Manage the options that populate the **Participant Auditors** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** users will appear in the dropdown.

[^2]: 💡 **For Administrators:**

    * Manage the options that populate the **Lead Auditor** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** users will appear in the dropdown.

[^3]: 💡 **For Administrators:**

    * Manage the options that populate the **Auditees' Roles** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** roles will appear in the dropdown.

[^4]: 💡 **For Administrators:**

    * Manage the options that populate the **Auditees** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** users will appear in the dropdown.

[^5]: 💡 **For Administrators:**

    * Manage the options that populate the **Region** dropdown in:
      * **QMS Admin Settings** > **General Settings** > **Location** > [**Region**](/interfacing-help-files/administration-and-configuration/configuring-application-settings/general-application-settings/location.md#configuring-regions).
    * Only **active** options will appear in the dropdown.

[^6]: 💡 **For Administrators:**

    * Manage the options that populate the **Region** dropdown in:
      * **QMS Admin Settings** > **General Settings** > **Location** > [**Country**](/interfacing-help-files/administration-and-configuration/configuring-application-settings/general-application-settings/location.md#configuring-countries).
    * Only **active** options will appear in the dropdown.

[^7]: 💡 **For Administrators:**

    * Manage the options that populate the **Region** dropdown in:
      * **QMS Admin Settings** > **General Settings** > **Location** > [**Site**](/interfacing-help-files/administration-and-configuration/configuring-application-settings/general-application-settings/location.md#configuring-sites-and-managers).
    * Only **active** options will appear in the dropdown.


---

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