Add Audit
Add New Audit
Use this option to create a new IT Asset Audit record for performing physical and/or logical verification of assets.
To add a new audit:
Navigate to IT Asset → IT Asset Audit Record.
From the top panel, select Add New Audit.
Configure the audit using the fields described below.
Audit Details
Add Audit | Audit Details
Basic Details
Audit Name*
Enter a value
Defines the name of the audit record. Use a clear, identifiable title that reflects the audit purpose.
Example: Laptop Physical Verification – Q1
Status
Select from the drop-down
Indicates the current state of the audit. The default status is New (Open) when created.
Other options include: In Progress (Ongoing), On Hold (Pending), and Close (Audit Done)
Audit Objective*
Select from the drop-down
Defines the scope of verification for the audit.
Options include:
Location Check: Verifies the physical location of assets
Asset Condition Check: Verifies the physical condition of assets
Both (Location & Condition Check): Verifies both location and condition
Type*
Select from the drop-down
Specifies how the audit is initiated. Options include:
Scheduled: Audit runs based on a defined schedule
Random: One-time audit without scheduling
Start Date*
Select date
Specifies the date on which the audit begins. Mandatory for scheduled audits.
End Date*
Select date
Specifies the expected completion date of the audit and helps track audit duration.
Assignment Details
Contact Person*
Select from the drop-down
Identifies the primary point of contact responsible for coordinating the audit. This user is typically responsible for communication and follow-ups related to the audit.
Auditor Type*
Select an option
Defines whether the audit is performed by an internal user or an external entity.
Internal: Audit is conducted by users within the organization
External: Audit is conducted by third-party auditors
Auditor*
Select from the drop-down
Assign the auditor responsible for executing the audit. If External is selected, provide the auditor’s Email and Phone Number.
Notify Audit Scheduling
Click to enable the toggle
Enables audit scheduling and notification configuration. When enabled, scheduling details and email notifications can be configured.
Audit Schedule Details
Schedule Mode
Select an option
Defines how often the audit is triggered.
Options Include: Once, Every, Daily, Weekly, Monthly, and Yearly.
Scheduled At*
Select date and time
Displays the configured audit execution date, time, and time-zone. Example: 13 January 2026, 12:00 (Asia/Kolkata)
Email Configurations
To*
Enter email address
Specifies the recipients who will receive audit notifications and reminders.
Subject*
Enter text
Defines the subject line of the audit notification email.
Example: Physical Asset Verification
Message Body
Edit content
Configures the audit notification email content. Supports predefined macros that dynamically populate audit information when the notification is triggered.
Note: Fields marked with an asterisk (*) are mandatory to fill.
Click Next to proceed to asset mapping.
Map Assets
This step associates assets with an audit record. In this step, users select the IT or Fixed Assets that must undergo verification as part of the audit. Multiple assets can be linked to a single audit to ensure comprehensive coverage.
Assets are added through a dedicated selection window, where users can search, filter, and select the required assets. Once linked, these assets become part of the audit scope and are evaluated using the assigned audit checklist.
To add the asset, select Add to proceed.
Link Asset | Add Audit
Add Asset
Click Add
Opens the asset selection window to add assets to the audit.
Search
Type keywords
Search assets using Asset ID, Asset Name, or IP Address to quickly locate specific assets.
Filter
Click the filter icon
Apply filters to narrow down assets based on predefined criteria such as asset attributes or categories.
Asset Type
Select from the drop-down
Choose the asset category to display. Options include IT Asset and Fixed Asset.
Asset Category
Select from the drop-down
Filters assets based on categories such as Work Station, Laptop, Desktop, Server, etc., depending on the selected asset type.
Now select the assets to link them to the Audit records.
Links the selected assets to the audit record, adds them to the audit scope, and then moves the workflow to the Audit Checklist stage.
Audit Checklist
Here, users can select the required Template to configure the checklist that will be used for audit execution. The selected template defines the verification fields and checkpoints that auditors must complete for the mapped assets.
Once the configuration is complete, click Save to finalize and create the audit record in the system.
Audit
Once an audit record is created and assigned, the designated auditor can perform the audit for the mapped assets. The audit process allows auditors to verify asset location and condition using the configured checklist and record audit results for each asset.
Perform Audit
From the IT Asset Audit Record list page, auditors can initiate the audit directly from the Action column.
Navigate to IT Asset → IT Asset Audit Record.
In the Action column, select Audit for the required audit record.
The audit workspace displays the mapped assets and the associated audit checklist.
Auditors can Export asset and checklist data in XLSX format, if required.
Select an asset and click Asset Audit to begin auditing the selected asset.
Audit Details
The Audit details page has three tabs:
Details
The Audit Details screen is used to perform the actual audit for an asset. It captures location verification, condition checks, audit status, and checklist responses based on the selected template.
Audit Details | IT Asset Audit Record
Base Location*
Select from the drop-down
Select the asset's verified physical location at the time of the audit.
Example: Bangalore. This confirms the asset's current location.
Audit Objective*
View-only
Displays the audit objective selected during audit creation.
Location Check*
Select from the drop-down
Indicates whether the asset is found at the expected location.
Options include:
Yes: Asset is present at the expected location
No: Asset is not found at the expected location
Misplaced: Asset is found, but at a different location
Asset Condition Check*
Select from the drop-down
Records the asset's physical condition.
Options include:
Good: Asset is functional and in acceptable condition.
Damaged: Asset has physical or functional damage.
Unknown: Condition could not be verified.
Audit Status*
Select from the drop-down
Represents the audit classification of the asset. Options include:
Expected Assets: Asset was expected and successfully verified
Not Expected: Asset was found, but not part of the expected audit list
Expected and Not Found: Asset was expected but could not be located
New: Newly identified asset during the audit
Audit Comment*
Input field
Add remarks or observations related to the audit, such as location mismatch, damage details, or verification notes. Example: Asset verified at the assigned location and found to be in good working condition. No physical damage or discrepancies observed during inspection.
Audit By*
Input field
Enter the name of the auditor who conducted the audit for this asset.
Example: Chris Johnson.
Audit Date and Time*
Select date and time
Specify the exact date and time when the audit was performed on the asset.
Checklist Fields
Input as applicable
Displays additional fields defined in the selected template (such as Text, Dropdown, Date, DateTime, or Checkbox). These fields capture checklist-specific audit information.
Note: Fields marked with an asterisk (*) are mandatory to fill.
After completing all required fields and checklist entries, click Submit Audit to save the audit results for the selected asset.
This action records the audit outcome and updates the audit progress for the overall audit record.
Attachments
The Attachments section allows auditors to upload and manage supporting evidence related to the audit. This helps validate audit findings and maintain verifiable records for compliance and future reference.
Auditors can upload files such as asset photos, barcode/QR code images, condition evidence, or audit documents directly from this section.
Add Attachments
To add an attachment:
Navigate to Audit Details.
Open the Attachments section.
Click Add to upload files.
Select the appropriate category and provide an optional description.
Upload the file to associate it with the audit record.
Attachments | Fields Description
Add
Click to open the upload panel
Opens the Add Attachments panel to upload supporting files
Upload Area
Drag and drop / Browse
Upload files by dragging them into the area or browsing from your device
Supported Formats
View only
Supported formats include: PNG, JPEG, JPG, TXT, DOC, DOCX, CSV, XLS, XLSX, PDF, MSG, EML
Max File Size
View only
Maximum file size allowed is 20 MB
Category
Select from the drop-down
Classifies the attachment.
Options include: • Asset Photo • Tag/Barcode/QR Code • Condition Evidence • Audit Report Document
Description
Input field
Add brief context for the attachment Example: “Front panel image captured during physical verification”
Upload File(s)
Click to upload
Uploads and associates the selected files with the audit record
Cancel
Click to discard
Close the attachment panel without uploading
Uploaded attachments are displayed within the Attachments section and remain linked to the audited asset for reference.
Recent Activities
The Recent Activities section displays a chronological log of all actions performed on the audit record. It captures key events, including audit creation, asset mapping, status updates, attachment uploads, and audit completion.
This section provides clear visibility into who performed each action and when, ensuring traceability and accountability throughout the audit lifecycle.
Once all assigned assets have been audited and the required details are recorded, the auditor can select Mark as Completed to finalize the audit. This action confirms that the audit activities are complete and updates the audit status accordingly.
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