Initiate Site Audit

Administrative-level site audits allow districts to audit selected sites, product types, room types, staff types, and grades. These audits help site-level users identify missing and misplaced tags and determine whether assets are in their expected or unexpected locations.

A tag can be included in only one audit at a time. Until a tag is verified or reconciled, it cannot be included in another district-initiated or site-created audit. To avoid future audit conflicts, complete all audits that are started.

Initiate Site Audit

1. Navigation:
2. Admin View
3. Audits

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

2. Enter a unique name in the Audit Name field.
3. Select the location type in the Audit For drop-down menu: “Room,” “Staff,” or “Student.” This selection determines which additional options appear in the form.

4. (Optional) Select an Audit Due Date using the calendar tool.

   Note: After the due date is set, it cannot be changed, and site users will no longer be able to scan tags into the audit after that date.
5. Select Restrict Site Access to prevent site-level users from editing the audit while still allowing them to record tag information. This restricts site-level users from marking a location as “Scan Complete,” deleting an audit, or removing items from an audit.
6. Select the applicable Site(s), Product Type(s), Room Type(s), Staff Type(s), and Grade(s), as needed.
7. To ignore tags modified after a specific date, select a date in Ignore Tags Modified After using the calendar tool. Setting this date causes tags in the selected status with a scan date after that date to appear as “Verified” in the audit.
8. Select E-Mail Staff to Audit Homerooms to send staff members an email asking them to audit items assigned to their homeroom. This option is available only when “Audit For: Room” is selected.
9. Select E-Mail Staff to Audit Inventory to send staff members an email asking them to audit items assigned to them.
10. When E-Mail Staff to Audit Homerooms and/or E-Mail Staff to Audit Inventory is selected, active staff members with valid email addresses in Asset Management receive an email with a link to their current audit. Staff can perform and finalize audits for items assigned to them and/or their homeroom without needing Asset Management permissions, and they cannot access other areas of the application.
11. Click GO. After the site audit is created, the “Initiate Site Audit” window closes and the “View Site Audits” grid displays. The grid is sorted by “Created Date,” with the most recently created audit at the top.

If one or more tags are already included in another district-created site audit or site-created room audit and are currently in a “Missing” or “Misplaced” state, those tags must be reconciled before a new district-initiated site audit can be created that includes them. If any tags are currently on a transfer, those tags must be received before the new district-initiated site audit can be created.

When this occurs, Asset Management identifies the tags blocking the creation of the new site audit. An “Audit Error Report” is available in CSV format on the notification window so it can be opened and reviewed.

Save Search Preferences - Save Preference (Admin Only)

Asset Management allows administrators to save site audit preferences so future district-initiated site audits can be created more quickly.

1. Click Initiate Site Audit, located under "Admin Tools Quick Links."
2. Enter the desired site audit information. Red fields are required.

3. Click Save Preference, located on the left side of the “Initiate Site Audit” window.
4. In the “Save Preference As” window, enter a name in the Preference Name field.
5. Click Save. The preference appears at the top of the “Saved Preference” list below the save actions.
6. Click Close to close the “Initiate Site Audit” window.

If a user edits the criteria in an existing saved preference and clicks Save Preference again, the saved preference is updated. The “Last Modified Date” changes, and the saved preference remains listed at the top of the saved preferences list.

Save Search Preferences - Save Preference As (Admin Only)

The "Save Preference As" option creates a copy of an existing saved preference with adjusted criteria. The copied preference must have a unique name.

1. Click Initiate Site Audit, located under "Admin Tools Quick Links."
2. Select a saved preference.
3. Adjust the preference settings as needed.

4. Click Save Preference As, located on the left side of the “Initiate Site Audit” window.
5. In the “Save Preference As” window, enter a unique name in the Preference Name field.
6. Click Save. The copied preference appears at the top of the “Saved Preference” list.
7. Click Close to close the “Initiate Site Audit” window.

Save Search Preferences - Saved Preferences (Admin Only)

The Saved Preferences feature displays the list of previously created saved preferences.

1. Click Initiate Site Audit, located under "Admin Tools Quick Links."
2. Click Saved Preferences. The “Saved Preferences” window opens and displays the list of saved preferences.
3. Click a saved preference to review its criteria, then click GO to proceed with the audit.
4. To delete a saved preference, click Delete in the “Actions” column. A confirmation message appears asking whether you want to delete the saved preference.
5. Click OK. The window refreshes and the saved preference is removed from the list.
6. Click Close to close the “Saved Preferences” window.
7. Click Close to close the “Initiate Site Audit” window.