This article explains how to configure the Audit Module (the Assure module used to conduct and manage audits and inspections) to allow users to select the Auditor and Auditee directly from the Person Register (the Assure module that stores and manages records of individuals within an organisation). Enabling this feature allows organisations to analyse audit and inspection data with a person-centric view, identifying who is conducting audits and who is the recipient. Configuration is completed via Caption Maintenance (the Assure configuration area that controls which fields are visible and labelled on module forms) within the Assure web application.
Cross-module scope: This workflow spans the Audit Module and the Person Register module. The feature is also available in AssureGO+ (the Evotix mobile web application) for authenticated users when configured separately.
Prerequisites
- The Person Register module must be active in the Assure system. Contact your Customer Success Manager if the Person Register is not currently in use.
- The user performing configuration must have access to Settings in Assure with permission to manage Caption Maintenance and Module Setup.
Required Caption Fields
Before the Person Register link is functional in the Audit Module, the following fields must be enabled via Caption Maintenance:
Auditee fields:
- Auditee Forename(s)
- Auditee Name
- Auditee Person Reference {Link}
- Auditee Person Reference {Free Text}
- Auditee Surname
- Select Auditee from Person Register? (only appears in Caption Maintenance once the Auditee reference fields above are enabled)
Auditor fields:
- Auditor Forename(s) (previously labelled "Auditor Name" and may already be visible)
- Auditor Name
- Auditor Person Reference {Link}
- Auditor Person Reference {Free Text}
- Auditor Surname
- Select Auditor from Person Register? (only appears in Caption Maintenance once the Auditor reference fields above are enabled)
Steps
1. Navigate to the Audit Module Captions
- In Assure, go to Settings > System Configuration > Module Setup.
2. Locate the Audit module in the list.
3. Select Captions from the module options.
2. Add Each Required Caption Field
Repeat the following steps for each field listed in the Required Caption Fields section above:
- Click New.
2. Click the Property Name dropdown and select the field to add.
3. Edit the Display Text field if required. This is the label users will see on the form.
4. Optionally, add Guidance Text to assist users in completing the field.
5. Ensure the Display in Interface checkbox is ticked.
6. Click Save and Close.
3. Verify the Fields Appear in the Audit Module
Once all required captions are saved, the new fields will appear on the Audit Module form. Enable the Select Auditee / Auditor from Person Register fields last, as these only become available in the Property Name dropdown after the corresponding reference fields have been enabled and saved.
Important Notes
Removing {Link} and {Free Text} from Display Text
When adding the Person Reference fields (for example, Auditee Person Reference {Link} or Auditor Person Reference {Free Text}), the Property Name dropdown includes the identifiers {Link} and {Free Text} as part of the field name. These identifiers must be deleted from the Display Text field before saving.
Example: When the Property Name Auditee Person Reference {Link} is selected, the Display Text field will auto-populate with the same text. Delete {Link} from the Display Text field before clicking Save and Close. The field will then display cleanly to users on the form.
Field Visibility in Reports and Record Cards
- Auditor Name appears on the module record card and in reports.
- Auditee Name appears in reports only.
Using the New Fields Without the Person Register Link
The Auditor and Auditee name fields can be used for free-text name entry without enabling the Person Register link. To do this, enable all fields listed above except the following:
- Select Auditee from Person Register?
- Select Auditor from Person Register?
Users will then be able to type names manually into the Auditor and Auditee fields without the system linking to a Person Register record.
Viewing Connected Records
When a person is selected from the Person Register during an audit or inspection, the linked audit record will be visible from the Detail View of that person's record in the Person Register.
AI Metadata
- Product Area: System Configuration, Module Setup, Audit Module, Person Register
- User Role: System Administrator, Configuration Manager
- Tags: Caption Maintenance, Person Register, Audit Module, Auditor, Auditee, Person-Centric Reporting, Field Configuration, Module Setup, AssureGO+, Inspections
- Version/Region: All Assure versions, all regions
- Important synonyms: Audit = Inspection, Auditee = subject of audit, Person Register = People Register, Caption Maintenance = Field Configuration, Display in Interface = Show Field, AssureGO+ = mobile portal
- Suggested embedding keywords: add person register to audit module, enable auditor person register, auditee person register assure, caption maintenance audit, select auditor from person register, assure audit module person link, audit person centric reporting, enable person register fields audit, configure audit captions assure, auditor forename surname audit module
- Relevant modules and cross-module implications: This configuration spans two modules. The Audit Module requires Caption Maintenance changes to expose the Person Register link fields. The Person Register module must be active for the link to function. When a person is selected from the Person Register during an audit, the connected record becomes visible from within the Person Register Detail View, creating a bidirectional relationship between the two modules. The feature also has implications for AssureGO+ questionnaire configuration if mobile access to the Person Register is required during audits.