Audits
Audits in Asset Panda help you maintain accurate and up-to-date asset records while ensuring accountability across various departments. The process provides a structured approach to identify, validate, and update asset information, making it easier to address discrepancies and streamline asset management activities.
In the web application, you can perform the following tasks:
Perform audits with barcode scanning and manual verification tools to validate asset details.
Automate recurring audit schedules (daily, weekly, monthly, or quarterly).
Archive completed audit data for compliance and reporting, enabling comprehensive trend analysis.
The mobile application extends auditing capabilities to dynamic and remote environments. With the app, you can perform the following tasks:
Use your device’s camera to scan barcodes and verify asset information.
Perform audits offline with automatic syncing when connectivity is restored.
Receive notifications and alerts for scheduled audits, ensuring timely completion of tasks.
This approach makes audits vital for finance, education, and construction industries, ensuring accurate asset tracking for compliance, resource planning, and operational efficiency. By addressing the entire lifecycle of asset validation, audits empower you to mitigate risks, reduce errors, and maintain trust in operational data.
Open and closed audits
The Audits page contains separate sections for Open Audits and Closed Audits:
Open Audits: Audits in progress that allow you to update records and track ongoing work.
Closed Audits: Completed audits that no longer require modifications and serve as a reference for records.
Track audit progress
Each audit displays the following progress indicators to help you monitor completion:
The completion percentage, which shows how much of the audit has been finished
The number of audited records versus the total number of records in the audit
Start and end dates of the audit (if available)
Create an audit
Setup
In the navigation pane, select
Tools > Audits.Click Add. The Audit setup page is displayed.
Enter the Audit Name and an optional Description to summarize the audit's purpose.
Select the Account, Module, and Collection that contains the data to be audited.
Click Save & continue. Data for the selected collection is displayed in the Record selection step.
Record Selection
To filter the records displayed for audit:
Click Filter records to audit. The Filter by page is displayed.
Select the Field name to filter the records.
Select the Operator to compare the field values.
Enter the Value to determine the records available to the collection field.
To specify multiple filter criteria, click Add more and then repeat steps b-d.
If multiple conditions are specified, select an option to determine whether All or Any of the conditions must be met to enable the record to be displayed.
To display the fields available for audit:
Click
Customize table view.To hide columns, select Hide field
. To display hidden fields, click Show field 
.
For example, you can include fields such as ID, Date Added, Last Updated, Added By, and Last Updated By. Hiding Last Updated By prevents your users from seeing who made the last update in the audit results. The selected table settings determine what your users can view when accessing audit data.
To allow records that meet the filter criteria to be added to the audit after it starts, click More Options and select Dynamic update audit list.
If this option is not selected, the list remains only includes records that match the filter criteria when the audit is created.
Click Save & Continue. The Schedule tab is displayed.
Schedule
To start the audit on a future date, enter a Start Date.
If you leave Start Date empty, the audit will start as soon as it is saved.
To end the audit on a specific date, enter the End Date.
If you leave End Date empty, the audit will close when users mark it as completed.
If you select Allow audit to continue after the end date, the audit is kept running indefinitely and the user must mark the audit completed.
Select the Time Zone to determine the start and end times of the audit. For example, scheduling an audit to start on January 1, 2025, at 12:00 AM ET (Eastern Time) makes it available at that exact moment in New York (ET), with access worldwide based on each user's local time zone. The audit remains active until the specified end time in the selected time zone, regardless of where users are located.
Click Save & Continue. The Share tab is displayed.
Share
Organization, Account, and Module admins have full access to audits within their assigned modules by default.
Collaborators and Custom Roles can view and perform audits only when an admin shares a specific audit with a user role or email. They cannot create, edit, or delete audits.
To share the audit with users in a specific role, select the role from the Share by role drop-down list. Repeat this step to share with multiple roles.
To share the audit with individual users, enter a name in the Share with user field. Repeat this step to share with multiple users.
Click Save & continue. The Advanced tab is displayed.
Advanced (optional settings)
Select options to control manual editing:
To enable users to mark assets as audited manually without scanning a barcode or entering the unique identifier, select Allow manual audit.
To enable users to reset audited records to be listed as unaudited, select Users can change audited records to not audited. Data updated by a form or manually during the previous audit are not reversed.
To enable users to audit multiple records at one time, select Users can bulk audit assets manually. When this option is enabled, record data cannot be updated using a for
To require a signature before finalizing the audit, select Users need to provide a signature before closing the audit.
To allow auditors to add new records during the audit, select Allow users to add records and then select the form to be used to create records.
The form to create records must also be shared with the auditors.
To allow auditors to update records during the audit, select Allow users to update records and then select the form to be used to create records.
The form to update records must also be shared with the auditors.
Click Save & exit. The audit setup is complete. Starting the audit initiates tracking of the selected records.
Share an audit
You can share an audit with other users to enable them to perform the audit.
In the navigation pane, select
Tools > Audits. The list of audits is displayed.Click Share next to the audit to share. The Share pane is displayed.
To share the audit with users of a specific role, select the Module and Role. Click Add role to share the audit with multiple roles.
To share the audit with specific users, select the user from the available list. Repeat the step to share with multiple users.
Click Share.
Perform an audit in the web application
You can perform an audit from the web application or from the mobile app.
In the navigation pane, select
Tools > Audits. The list of audits is displayed.Click next to the audit and then select Perform. The records associated with the audit are displayed.
To filter the list of records based on their audit status, select an option (Full list, Audited, Not audited, Newly created, Outside list) from the list above the records.
Click a record row. The audit pane is displayed for the record.
Enter Audit notes.
To mark the record as audited, click Mark as audited.
To be able to mark records as audited without scanning their barcode, an admin must have configured the Advanced settings of the audit to Allow manual edit.
If the audit is configured to allow users to bulk audit assets, you can select the check box for each record to mark as audited and then click Mark audited above the list.
Click Save notes.
When all records are marked as audited, click above the records and select Mark audit as complete. A confirmation message is displayed.
Click Done.
After an audit is closed, it is displayed in the Closed list. Admins can reopen the audit by clicking next to the audit and then selecting Reopen.
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