"Site Audits" initiated at the administrative level allow for audits of "Site(s)," "Product Type(s)," "Room Type(s)," "Staff Type(s)," and "Grade(s)." These audits provide site-level users the ability to quickly identify missing/misplaced tags and at an expected/unexpected location.

Tags can only be included in one audit at a time. Until a tag has been verified or reconciled, it cannot be included in a new administrative- or site-created site audit. With this in mind, it is best practice to complete any audit that is started so that unfinished audits do not cause issues in the future.

1.  Navigation:
2. Admin View
3. Audits

Initiate Site Audit

1. Click on Initiate Site Audit, located under "Admin Tools Quick Links" menu. The “Initiate Site Audit” window opens.

2. Enter a unique name for the site audit within the Audit Name field.
3. Select the location type (Room, Staff, or Student) in the "Audit For" drop-down menu. This selection will dictate which options appear in the remainder of the form.
4. (Optional) Select the Audit Due Date using the calendar popup tool. Once set, the Audit Due Date cannot be changed and site users will be unable to scan tags to the audit after the due date.
5. Select Restrict Site Access to restrict site-level users from editing an audit, without affecting their ability to record tag information. This option will restrict site-level users from marking a location as “Scan Complete,” deleting an audit, or removing items from an audit.
6. Select Site(s), Product Type(s), Room Type(s), Staff Type(s), and Grade(s), if required.
7. To ignore tags modified after a specific date, select the respective date using the calendar tool in the Ignore Tags Modified After field. Setting the Verify Tags Modified After date will set all tags in the selected status whose scan date is after the date to a “verified” condition on the audit.
8. Select E-Mail Staff to Audit Homerooms to e-mail staff members a notification to perform an audit of items assigned to their homeroom. The E-Mail Staff to Audit Homerooms option is only available if Audit For: Room is selected.
9. Select E-Mail Staff to Audit Inventory to e-mail staff members a notification to perform an audit of items assigned to them.
10. When E-Mail Staff to Audit Homerooms and/or E-Mail Staff to Audit Inventory is selected, active staff who have valid email addresses within the application will receive an e-mail that allows the staff member to run and finalize the audit for items issued to them and/or their homeroom. Staff members will receive an email with a link to their current audit. Staff members do not need to have permissions within the application to access their "Audit Page" and will be unable to access additional locations within Asset Management.
11. Click on GO. After the site audit is created, the "Initiate Site Audit" window closes and displays the "View Site Audits" grid. This grid is sorted by "Created Date," displaying the most recently created audit at the top of the grid.

If one or more tags currently exist on another district-created site audit or site-created room audit, and are in the state of "Missing" or "Misplaced," those tags must be reconciled before a new administrative-created site audit can be created that includes those tags. Also, if any of the tags are located on a transfer, they must be received before an administrative-created site audit can be created that includes those tags.

If this occurs, Asset Management identifies the tag(s) blocking the creation of a new administrative-created site audit. The "Audit Error Report" is available in CSV file format on the notification window to open and/or print.

Save Search Preferences – Save Preference (Admin only)

Asset Management gives users the ability to save preferences to initiate site audits faster.

1. Click on Initiate Site Audit, located under Admin Tools Quick Links menu.
2. Enter respective site audit information. Red fields are required information.

Warning: Do not click on Go.

3. Click on  Save Preference, located on the left side of the "Initiate Site Audit" window, to create criteria for "District-Initiated Site Audits."
4. The "Save Preference As" window opens. Enter the preference name in the Preference Name field.
5. Click on Save. The preference appears at the top of the "Saved Preference" list, located below the three "Save Preference" actions.
6. Click on Close to close the "Initiate Site Audit" window.

Using the "Save Preference" feature, when a user adjusts/edits/adds data sets selected for the "Saved Preference" in the modal window and clicks Save Preference again, the new criteria are updated and saved within the search. This will update the "Last Modified Date" and the "Saved Preference Name" displays at the top of the list, below the three "Save Preference" actions.

Save Search Preferences – Save Preference As (Admin only)

Asset Management gives users the ability to save preferences to initiate site audits faster. Using the "Save Preference As" feature saves a copy of the current "Save Preference" with the same validations but with adjusted preferences, and requires a unique name.

1. Click on Initiate Site Audit, located under Admin Tools Quick Links menu.
2. Select a search preference.
3. Adjust preferences, if needed.

Warning: Do not click on Go.

4. Click on Save Preference As, located on the left side of the "Initiate Site Audit" window, to save a copy of the current "Save Preference" with same validations but with adjusted preferences. This requires a unique name.
5. The "Save Preference As" window opens. Enter the preference name in the Preference Name field.
6. Click on Save. The preference appears at the top of the "Saved Preference" list, located below the three "Save Preference" actions.
7. Click on  Close to close the "Initiate Site Audit" window.

Save Search Preferences – Saved Preferences (Admin only)

The Saved Preferences feature shows the list of Saved Preference previously created.

1. Click on Initiate Site Audit, located under "Admin Tools Quick Links" menu.
2. Click on Saved Preferences. The "Saved Preferences" window opens and displays a list of previously created "Saved Preferences."
3. Click on a saved preference to view the saved preference criteria and click GO to proceed with the audit.
4. Click on Delete, located under the "Actions" column, to delete the saved preference. After clicking on Delete, a message displays: "Are you sure you want to delete this saved preference?"
5. Click on OK. The window refreshes and the preference is removed from the grid.
6. Click on  Close to close the "Saved Preferences" window.
7. Click on  Close to close the "Initiate Site Audit" window.