To create an audit in GEMS, the Audit Manager should follow the below steps.
Adding the Manage Verifications Panel
Before creating an audit, check to see if the Manage Verifications panel is available on one of the Homepage Tabs. If it is not, then navigate to the Homepage Tab where you would like it to be, click the User Menu, click Page Settings and then Panel Catalog. Add the Manage Verifications panel to the Homepage Tab.
Creating a Verification Phase
From the Manage Verifications panel, choose New from the Manage Verifications Menu to launch the Verify GEMS Data Wizard. This wizard guides you through the process of creating a Verification Phase.
Please note: You can also locate the Verify GEMS Data Wizard using the Wizards search in the Search Hub.
If you launch the Verify GEMS Data Wizard using the Wizards search, the first page of the Wizard allows you to choose whether you want to create a Verification Phase or an Attestation Phase. Verification Phase is selected by default, so click Next.
On the next step of the wizard, enter some basic information about the Verification Phase.
Please note: If you launch the Verify GEMS Data Wizard from the Manage Verifications homepage panel, this is the first step as the Verification Phase type is selected by default.
Enter the following information:
Enter the following information:
Verification Name - e.g., Audit Phase 1. This is a mandatory field.
Verification Status - When creating a new Verification Phase, this can only be set to “Active.” An existing verification can also have this set to “Complete.”
Verification Snapshot - You can associate a different Snapshot with each Verification Phase. For example, if the purpose of the audit is to verify and approve all appointment‑related details for a company, you can create a Snapshot containing only the appointment data that needs to be verified and then select that Snapshot on this screen of the wizard. When users open a company record and select this Verification Phase, they will be shown the Snapshot associated with the Verification Phase. If you leave this option blank, when users open the Verification Phase for an entity, they will see their own User Role Snapshot with the addition of verification functionality. However, the Personalization icon will not be available. The personalization icon will be displayed again once the user selects “Standard View” from the Verifications drop-down list to return to the entity Snapshot.
Verifier Comments/Message to Verifier - Select this checkbox if you want to enter a message to be displayed to the verifier or if you want to provide an area where the verifier can provide comments when verifying the entity. Comments are optional if the entity is being verified but mandatory if it is being rejected.
Please note: The default value of this checkbox depends upon the value selected in the “Display Comments Prompt on Verify” system option. See Permitting Verifiers to Provide Comments on Verification (Admin Only) for more information.
Message Text for Verifier - This text box is displayed only if the ‘Verifier Comments/Message to Verifier’ checkbox is selected. You can enter a message here that will be displayed to the verifier when they are verifying the entity.
Verification Notes - A description of the Verification Phase.
Once you have entered the basic details, click Next.
On this step of the Verification Phase Wizard, you need to search for and select the Internal Contact Types that are authorized to update the entities that are to be included in the verification phase. To do this, use the Advanced Search box to search for the required Internal Contact Types. When you click the Search button, the Advanced Search panel is minimized, and the Search Results panel is displayed.
Please note: If the Administrator user has defined an Internal Contact Type in the “Verification Wizard Default Updater” system option, this option is pre-selected in the search. However, you can remove this Internal Contact Type and/or add additional ones if required. See Setting the Default Updater and Verifier (Admin Only)) for details.
In the Search Results panel, you can select all the search results by clicking the Select All Returned hyperlink. If you do this, the Search Results panel is minimized and the Selected Internal Contact Types panel is displayed. You can also choose specific Internal Contact Types from the search results by selecting the checkbox next to their names. This automatically adds them to the Selected Internal Contact Types panel. To remove them from the Selected Internal Contact Types panel, just clear the checkbox again. When you have finished selecting Internal Contact Types in this manner, click on the maximize button next to Selected Internal Contact Types and the Selected Internal Contact Types panel is displayed.
Once the selected Internal Contact Types are displayed in the Selected Internal Contact Types panel, you can click the Remove hyperlink next to an Internal Contact Types if you wish to remove it from the list. You can also click the Clear hyperlink to remove all the Internal Contact Types from the list.
Once you have selected the Internal Contact Types to be included as updaters in the Verification Phase, click Next.
On this step of the Verification Phase Wizard, you need to search for and select the Internal Contact Types that are authorized to verify the entities that are to be included in the verification phase. To do this, use the same method as you used to select the updaters.
Please note: If the Administrator user has defined an Internal Contact Type in the “Verification Wizard Default Verifier” system option, this option is pre-selected in the search. However, you can remove this Internal Contact Type and/or add additional ones if required. See Setting the Default Updater and Verifier (Admin Only) for details.
Once you have selected the Internal Contact Types to be included as verifiers in the Verification Phase, click Next.
On this step of the Verification Phase Wizard, you need to search for and select the companies/business entities that are to be included in the Verification Phase. To do this, use the same method as you used to select the updaters and verifiers.
Please note: If the “Automatically Add/Remove Entities to active Verifications when Verifier selected or removed” system option is selected, the entities displayed will all have a Verifier and the entities will be read-only. You cannot remove any of them from the list of selected entities. This is because the system option requires that all entities with a verifier listed be automatically added to the Verification Phase. See Automatically Adding Entities to all Active Verifications on Selection of Verifier (Admin Only) for details.
Once you have selected the entities to be included in the Verification Phase, click Next.
On this step of the Verify GEMS Data Wizard, you need to enter the start and end dates for the Verification Phase as well as the dates when updates and verifications should begin and end. You can enter the dates manually or use the calendar icons to select the dates.
If you want reminders to be sent for each phase, select the “Send Reminder” checkbox in the relevant sections. You will then be able to specify the email notification template to be used and the date(s) on which the reminder(s) should be sent. Only email templates that are designed to be used with the Verify GEMS Data Wizard are displayed.
If you want to customize the contents of the notification emails, you can do this by editing the contents of an existing verification email template via Admin > Email Management > Manage Email Settings if you are an Administrator. You can also clone an existing verification email template and then make the changes to it that you need.
Please note: The “Send 1st Reminder” date can be earlier than the “Start Verification Phase” date if you would like to notify the updaters and verifiers in advance of the beginning of the phase.
Once you have entered all the dates, click Next.
Please note: The “End Verifications” date refers to the end of business day. Once the business day specified in this field is over, the Verification Phase will be automatically closed.
Please note: You can edit the “Escalate Unverified Entities” date if the “Verification Status” is set to “Active” on the Basics page of the Verify GEMS Data Wizard.
On the final step of the Verify GEMS Data Wizard, review the values you have entered and click the Save button.
The verification phase will now be listed in the Phases tab of the My Verifications panel on the relevant Homepage Tab. The companies/business entities you included in the phase will be displayed in the Outstanding tab.
Please note: You can create multiple Verification Phases for the same set of entities, and you can also have phases run simultaneously if required.