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. Go to the menu item "Legal entities" and choose the legal entity that the audit should be sent to. On the legal entity page you should now go to the tab named "Audits". Here is a button named "Send audit".
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. The contact will still be able to submit the audit after the deadline, so it is only for the formalisation. 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" it triggers an email that will be send to the contact. The email contains a link to the audit.
Reminders will be sent automatically after 7 days, 14 days, 21 days and so on until the audit has been submitted (or closed). You can also sent 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.