Recordings in the Audits & Digital Checklists Module

Recording

A recording stores the data for one audit event. A planned audit can have a recording before an operator starts the audit. The recording can contain execution data after the audit starts.

Each recording includes:

• The version of the audit that was used on the audit event.
• The name of the operator that executed the audit event.
• The date and time of the audit event’s execution, as well as the date and time for the execution of each instruction step.
• The time spent by an operator on that audit event, as well as the time spent on each instruction step.
• The answers to all product checks on that audit event.

Audit recordings support:

• Compliance tracking: keep a record of your plant’s compliance with regulations and industry standards.
• A digital audit trail: every detail of an audit is stored and available later.
• Benchmarking: compare audit results over time to spot performance trends.

Status, result, and notes

Status and result are independent: status shows the audit’s stage, result shows its outcome.

The interface uses the following status labels

Any unfinished audit, In Queue, In Progress, Blocked, or Rework (any status except Finished), can show Overdue instead of its usual status label once it’s past due. Overdue is a display label, not a separate stored status: for example, an overdue audit can still have the stored status IN_QUEUE.

An audit becomes overdue once it passes whichever due time applies to it: a specific due time if one is set, or the end of its planned execution date if not. An audit with neither set is never marked Overdue.

The recording result badge uses these English labels:

The status label Planned means IN_QUEUE. The result value PLANNED means that the recording has no result yet. These are separate values.

When an audit returns to Rework, it can retain its previous result. Check the status as well as the result.

Notes entered with a result are stored on the recording. These notes are separate from instruction step answers. New notes entered with a later result replace the previous recording notes. Do not use this field as a history of all result changes.

Instruction versions and report availability

A recording can have no instruction version when the audit is first planned. Linking a version fixes which instruction content the recording uses. This action does not approve the work instruction.

Azumuta links the instruction version when an operator opens the audit for execution. The audit then starts.

Without a linked instruction version, the report cannot show the instruction content and answers. Closing an unstarted audit with a result such as N/A (NOT_APPLICABLE) does not itself link a version. Such an audit can be Finished (FINISHED) without an instruction report.

The reporting database also requires a linked instruction version. See Audit recordings in the reporting database for inclusion rules and the available result data.

Offline

For an automatic offline download, Azumuta needs a linked version to determine which instruction content to download. If the recording has no version, Azumuta automatically selects and links one before the download. This occurs before the operator starts the task. The status stays Planned (IN_QUEUE). See Device Settings: Offline.

See the list of recordings

You can see the list of recordings from two places:

• The module level
• The audit level

See the list of recordings on the module level

1. Click Audits & Digital Checklists in the homepage sidebar.
2. Click Audit Procedures.
3. Click the Recordings tab.

For each recording, the ⋮ (three-dot) icon lets an admin execute the audit, edit the recording’s dates, notes, and other details, delete the recording, or set its result. This will also finish the recording if it isn’t finished already.

See the list of recordings on the audit level

The audit-level list only shows recordings linked to that specific audit.

1. Navigate to the audit for which you want to see the list of recordings.
2. Click the Recordings tab.

The list of recordings on the audit level will have the same interface as the one on the module level.

Search for a specific recording

Use Advanced search to find a recording by configuring search options, instead of scanning the list manually.

Access the advanced search feature

There are two ways to open Advanced search:

From the recordings list

Click Advanced search, as shown below:

From the search bar

1. Click the search bar.
2. Click Recordings.

Use the advanced search feature

Configure any of these search options, then click Search:

1. Choose whether to include or exclude archived modules, folders, article categories, and audits.
2. Optional: enter the name of the module, folder, article category, or audit that hosts the recording.
3. Select which modules, folders, article categories, and audits to include or exclude.
4. Search by product order number. For Audits & Digital Checklists, use audit number instead: the product order number filter only matches Quality Management recordings.
5. Search by execution date or date range.
6. Search by an operator’s answer to a product check.
7. Filter by status.
8. Click Search. Results appear below, with pagination to move between pages.

The different search parameters can be combined.

Search by answer

Use Search by answer to find recordings that contain a specified answer.

You can search these answer types:

• Text
• Number
• True/False
• N/A

1. Open Advanced search.
2. Turn on Search by answer.
3. Select the answer type.
4. Enter or select the answer value.
5. Optional: Select one work instruction.
6. Optional: Select a specific instruction step. If you do not select a step, Azumuta searches all steps.
7. Click Search.