The complete list of fields, columns, and values in the Audits module.
The creation form is titled Audit information.
| Field |
Required |
Description |
| Audit name |
yes |
Name of the audit |
| Start date |
yes |
Start of the audit period |
| End date |
yes |
End of the period; must be later than the start date |
| Audit source |
yes |
Audit scope; see “Scope options” |
Set in the Audit source field. Chosen at creation and can’t be changed after you save.
| Option |
What goes into the check |
| All |
Every asset in the organization |
| By location |
Assets at the selected locations (“Select the location” field) |
| By subdivision |
Assets of the selected departments (“Select the division” field) |
| By employee |
Assets of the selected employees (“Select an employee” field) |
| Toggle |
Description |
| Requires asset condition assessment |
Makes recording the condition of every asset mandatory |
| Automated audit with employee participation |
Turns on the self-service audit through an emailed link; set at creation |
| OTP code protection |
Requires a one-time code to open the link; available only with the automated audit; set at creation |
| Column |
Contents |
| Number |
Audit number, assigned automatically |
| Audit name |
Name of the audit; for a self-service audit, “N to review” if there are reports beyond the list without a decision |
| Audit date |
Start and end dates |
| Verified |
How many assets have been checked out of the total, with a progress bar |
| Audit has been created |
Who created the audit |
| Status |
“active” or “closed” |
Each row has Edit and Delete actions (subject to permissions). Above the list are the “Search by number, name or creator” box and the Filters button: period, and statuses with the number of audits in each.
| Column |
Contents |
| AssetID, Asset type, Name, Vendor/Model |
Asset details |
| Holder |
Who held the asset when the audit was created |
| Condition |
Condition of the asset at the check |
| Actual quantity |
The present (check mark) and absent (cross) buttons |
| Checked by |
Who marked the asset and when |
| Photos |
Pictures of the asset taken during the check |
The Participants and Found beyond the list tabs exist only in self-service audits.
In the asset list, presence is marked with two buttons.
| Button |
Highlight |
| Present (check mark) |
Green |
| Absent (cross) |
Red |
Each asset also shows the Checked by column (who marked the asset and when) and a note field, Note for this asset….
The list of conditions is managed in the Asset Conditions settings and may include your own values. Built-in values:
| Condition |
Code |
| New |
new |
| Good |
good |
| Satisfactory |
satisfactory |
| Poor |
poor |
| Damaged |
damaged |
| Non-functional |
non_functional |
| Status |
Toggle button |
| active |
Close |
| closed |
Open |
Shown on the Participants tab of a self-service audit, in the Email status column.
| Status |
Code |
| Not sent |
not_sent |
| Sent |
sent |
| Failed |
failed |
| No email |
no_email |
| Column |
Contents |
| Employee |
Participant’s name and department |
| Email |
Participant’s address, or the “No email” label |
| Email status |
See “Participant email statuses” |
| Last activity |
When the participant last opened the link |
| Confirmed |
How many assets were confirmed out of the total |
Row actions: Resend (send the email again) and Copy link (the participant’s personal link).
| Field |
Required |
Description |
| Name |
yes |
What the item is |
| Serial number |
no |
|
| Asset ID (from the sticker) |
no |
The asset ID, if the item has an asset tag |
| Manufacturer, Model |
no |
|
| Asset type |
no |
|
| Condition |
no |
|
| Photos |
no |
Up to 5 JPEG, PNG, WebP, or GIF images, up to 5 MB each |
| Comment |
no |
Where it’s kept and where it came from |
One employee can submit up to 50 reports in a single audit. The employee can edit and delete a report while it’s under review and the audit is open. The employee doesn’t see the rejection reason or the matches UNIO24 found.
| Organizer sees |
Employee sees |
Meaning |
| New |
Under review |
Waiting for a decision |
| Match |
Under review |
Waiting for a decision; UNIO24 found a similar asset |
| Asset created |
Accepted |
A new asset was created and assigned to the employee |
| Moved |
Accepted |
An existing asset was moved to the employee |
| Rejected |
Rejected |
The item won’t be registered |
| Action |
What it does |
Permissions |
| View |
Opens the report with photos and comment |
View audits |
| Create asset |
New asset form with the report’s data; the holder is the employee |
Edit audits and create assets |
| Move to the employee |
Moves the similar asset (status “Match”) to the employee; “Take in at location” if the asset is with another employee |
Edit audits and create transfers |
| Find asset manually |
Choose the asset to move when the suggestions don’t fit |
Edit audits and create transfers |
| Reject |
Closes the report, with “Reason (optional)” |
Edit audits |
Each report can be handled only once. The audit export lists the reports beyond the list on a separate sheet.
| Event |
When |
| Audit needs attention |
An open audit isn’t finished by its end date |
Audit permissions follow the audits.* pattern and are granted through the user’s role.
| Permission |
Action |
audits.view |
View audits |
audits.create |
Create an audit |
audits.edit |
Edit, check assets, change status |
audits.delete |
Delete an audit |
