Action Audit updates and changes

The report generates a summary of activity due date adjustments for a given period in the form of a chart and a details table. The table contains the following columns: Date and time of change, Person changing the date, Action plan number, Activity number, , For what date and Number of days.

This long-awaited feature allows authorized users to create individual rating scales for audit questions, which are then assigned to checklists.

The score scale consists of one or more label-value options. The main requirement is that the value is within a 0 to 100 range.

As not all customers using Action Audit are willing to use an external service such as OpenAI API to obtain support from artificial intelligence, we have exposed a configuration parameter that allows blocking access to AI functions for all users. The parameter switch is located in Organization Settings.

The limit of photos that can be attached to one audit answer has been increased from 3 to 10. If more than 3 photos are added, a left-right scrollbar is shown.

The appearance of the registration, login, password reset and account unlock forms has been completely changed. We think it looks more modern now.

Additionally, the sign up form now allows you to specify the type of activity carried out by the registered organization. Currently, a user can adjust the initial configuration (available immediately after registration) for the following industries: production, automotive, hospitality, retial and other types of businesses.

The ability to attach a Gantt chart to the XLSX action plan export file has been introduced. Now the XLSX export has 2 parameters: 1. Attach Gantt chart (yes/no) and 2. Attach images (yes/no).

So far, question categories were permanently defined in the system. For most types of audits, the "General" category was the only one available, and for ISO, VDA or 5S audits, question categories resulting from the standards were used.

The new feature introduces the ability to create your own question categories for audit types that allow that. The link to the category list is placed above the audit type field in the checklist edit form.

When defining the audit schedule within an auditors group, a user can exclude one or more areas from the draw, the same way as auditors are excluded. Nothing changes in the standard schedule edit form.

A layer filter has been added to filters available in the "Auditor Dilligence Report". This has improved the report's usability, especially for layered process audits.

So far, on the web platform, editing organizational parameters related to audits was only available in the audit edition form and that caused some problems. Users without appropriate permissions were not able to set the values of organization parameters during an audit. The introduced change allows an auditor to edit the values of organization parameters directly in the audit view.

The ability to upload multiple attachments at once has been added. In this case, the attachment description field is inactive. The attachment description field can still be filled in when 1 file is indicated.

The Action Audit online platform and the Action Plan Pulse mobile application have been translated into 2 new languages. Chinese and Spanish have been added to the previously defined Polish, English and German.

Both in the mobile application and on the web platform, the ability to enter the so-called positive observation, i.e. a comment to the "Yes" answer, has been added. By default, the field for entering the observation is hidden and appears after clicking on "Add positive observation".

A positive observation does not initiate action in the corrective action plan but remains as information associated with the audit question.

A change in the method of logging into the system for the first time. The newly created user receives a message with a login (email) and password, the validity of which is limited in time, and what is more important, after logging in, the user only has access to the form for setting his own password. Previously, a newly created user had to go through a password recovery procedure, which was not intuitive for everyone. The new approach is easier and does not negatively impact safety.

Additionally, the new user form has been simplified. The fields: login, password and phone number have been removed, and by default, after creating a user, a message with a one-time password is sent. Additionally, the "Account business card" button has been renamed to "Password Reset" and its function has been changed accordingly.

The implemented change removes the requirement to attach a photo or other file to the "Recommendation" answer, even though such a requirement was set in the question configuration in the checklist. The requirement remains unchanged for negative answers, i.e. those with a result below 100%.

An activity declared as completed is subject to automatic acceptance after a set period of time. The parameter specifying the number of days for automatic acceptance is set in Organization parameters.

Information about the date and time of automatic acceptance of the completion of the activity has been added to the table of activities in the form of an additional icon and tooltip.

Right-left navigation has appeared in the views of audits, Quick Kaizen ideas and engineering changes, allowing you to move between individual objects without having to return to the list. Navigation takes into account the scope and sorting used on the list when entering the detailed view of a given object. The function is already known from the AP view and works the same as navigating between action plans.

In the checklist editing form, in place of defining the language version of questions, a new option has appeared, marked with a link with a processor icon. It allows all questions to be translated using artificial intelligence. Questions are translated from the language that the user has set in their profile to the language selected from the drop-down list. The entire operation, depending on the number of questions, takes from 10 to 30 seconds. It is important that after completing this process, press the "Update" button, which will save the data to the database.

The changes mainly concerned the XLSX file with a checklist template, which contains current data regarding, among others, lists of zones and auditors and therefore the template should be downloaded immediately before data import. Working with the current template and entering all the required data guarantees that the import will be successful. Additionally, the import view includes a graphical representation of the appropriate column arrangement of the imported file.

Added the ability to import a large number of audits from an XLSX file with a given format. This function may be useful when audit dates are so irregular that they (audits) cannot be planned using a schedule. The function is available by selecting New audit and then Import.

The users, employees and Pulse accounts import form has been thoroughly rebuilt, resulting in a dramatic improvement in usability.

In the upper part of the screen there is a table containing objects and (required or optional) parameters when importing data. The table is dynamic and changes its appearance as the user defines the data columns - changing the font to bold means that the required parameters of a given object have been defined.

Below there is the actual form for specifying which column contains each parameter, as well as for pointing to the XLSX file.

The option to enable two-factor authentication, the so-called 2FA, was implemented in the system. After selecting the option in the account settings view and applying the changes, the user will be presented with a QR code to scan in a two-factor authentication application, e.g. Google Authenticator.

A fix for discrepancies in action plan start, due and end dates between the single AP view and the list of action plans.

The layout and style of the app have changed significantly. We believe the new look is clearer and more uniform. Below are 5 screenshots showing different views of the app.

The feature is available in the activity menu in the action plan view. Thanks to it, the user can report to the action plan's owner that a given activity has not been performed for some reason, eg. it is no longer required or is inappropriate at a given stage.

An unexecuted activity has the same effect on the action plan as if it had been completed, i.e. it is possible to work on the following activities. Under certain conditions, it is possible to return the activity to execution.

The function allows an authorized user to mark on the annual view days when the organization is not working, e.g. on a long weekend or a scheduled shutdown. On these days, as well as on holidays and weekends, scheduled audits will not be issued. In the future, the organization's work and downtime configuration can also be used for other purposes.

A feature has been introduced that unifies the user interface language in the Action Plan Pulse mobile application and the web platform. Changing the language version in Pulse will immediately update the language on the web platform. This mechanism does not work the other way around. Additionally, changing the language to Web will not occur if more than one user account is associated with the Pulse application.

The missing Unexecuted audits count column in the Auditors' Diligence Report XLSX export file had been identified. The bug has been fixed and the column has been added.

To ensure data security, we have decided to increase the minimum requirements for user passwords. From now on, user passwords will have to be at least 8 characters long and contain at least: 1 small letter, 1 capital letter, 1 digit and 1 special character.

The first in a series of planned features using artificial intelligence. With the new function, based on the audit question and the auditor's observations, you will receive suggestions for five corrective actions.

See an example of the use of AI presented in the video.

A function allowing to attach graphics to tha action plan XLSX file has been introduced. The images are placed in the second tab of the exported spreadsheet.

The option of generating a file without photos remained. The graphic below shows the export confirmation window with 2 options to choose from: Yes, include images i No, export only data.

Previously, if a non-compliance was detected, the same - specified in the workflow configuration - person was always assigned to solve the task. The new feature allows the auditor to designate another person to resolve non-compliance.

As this option may be undesirable in some cases, we have introduced restrictions on access to it. Only users with the role of Administrator, Audit Manager or a set of roles Auditor + Lead Auditor can change the responsible person. Lead Auditor is a new role that has been to distinguish auditors who can change the responsible person from those who cannot.

So far, users who did not have the appropriate permission were unable to request a change in the assignee or a change in the activity due date. These 2 new features have been introduced in the mobile application.

Note: Users with the ability to directly change the values of the Assignee and Due date fields will not see links to open request forms.

This feature is addressed to future Action Audit users. At the following address https://app.action-audit.com/users/sign_up there is a form which allows one to create an account in the Action Audit system and test the solution for free for at least 30 days.

The function that allows an auditor to mark non-compliance as immediately resolved has been implemented in the Action Plan Pulse mobile application.