To send an external audit from a single legal entity in dotLegal, ensure your audit template is active, then navigate to the relevant legal entity, open the Audits tab, and click Send audit. Follow the steps below for full details.
You can send external audits in two ways:- Send directly from a single legal entity (covered in this article)
- Send the same audit to multiple legal entities simultaneously using audit groups. Read more here: Send external audits to multiple legal entities at once.
When your audit is activated you're ready to send it to your respondents. Navigate to the "Legal entities" menu item and select the legal entity you want to send the audit to. On the legal entity page, open the "Audits" tab and click the "Send audit" button.
Select which audit you want to send. In the dropdown menu you can choose between all active audit templates. Now choose the contact the audit should be sent to. The contacts you can choose between in the dropdown menu are the ones you have created under the tab "Contacts" at the company page. The role of the contact is stated in parentheses after the name. Afterwards, select the individual who will be responsible for the audit process. The chosen person’s name and email will be included in the email sent to the designated contact.
Next choose a deadline for the contact to complete the audit. Note that the contact can still submit the audit after the deadline has passed — the deadline is used for reference and formalisation purposes only. The deadline will be stated in the email sent to the contact. Last you can also choose if the audit should be answered in relation to one or more specific assets. You do not need to select any assets in order to send your audit.
Click "Next" at the bottom of the dialogue and select whether the audit should be sent on behalf of the entire group or a single group company. The name of the entire group or the selected group company will appear as the sender in the email sent to the respondent. If it’s chosen that the audit should be sent from the entire group, all users will have access to it in the audit overview. If, on the other hand, a group company is selected as the sender, only users who have permission to the chosen group company, will have access to the audit in the overview. If a user only has access to one group company this step will not be shown, and the audit will be sent from that particular group company.
Finally, you can see a summary of the chosen elements before sending the audit. For example you can check that the email of the contact is right. If it isn't - this should be changed under the "Contacts" tab. When you click "Send", an email containing a link to the audit is sent to the contact.
Reminders are sent automatically every 7 days until the audit has been submitted or closed. You can also send a reminder manually from the overflow menu.
Email example:
You can customize the emails you send with your own logo and description. Read more here:Add you own logo and text to audit emails.