Introduction
There are several system options that can be configured by the administrator user to control certain aspects of the audit process. These options allow the administrator to control:
The default Updater and Verifier in the Verification Wizard;
Which users receive automatic verification notifications;
Whether new entities are added to active verifications;
Whether entities that have the same updater and verifier can skip the “Mark Ready for Verification” step;
Whether the confirmation message “Are you sure?” is displayed when a verifier verifies an entity;
Whether the verification status of the legal entity is carried forward from the most recently completed Verification Phase.
To set these system options, navigate to Admin > GEMS Settings > System Management > Options > General.
The Administrator can also control whether specific users receive individual emails or a daily digest of verification notifications. This is set at the individual user level via Admin > GEMS Administration > User Management > [specific user].
Setting the Default Updater and Verifier (Admin Only)
To set the Internal Contact Types that will be listed in the Verification Wizard as the default Updater and Verifier, do the following:
Navigate to Admin > GEMS Settings > System Management > Options > General and click the Edit button.
In the Verifications section, in the “Verification Wizard Default Updater” field, select the Internal Contact Type you want to have displayed as the Default Updater in the Verification Wizard.
In the “Verification Wizard Default Verifier” field, select the Internal Contact Type you want to have displayed as the Default Verifier in the Verification Wizard.
Please note: Neither of these system options is mandatory and, if required, it is possible to select different updaters and verifiers while setting up a verification phase using the Verification Wizard. By default, both options are blank.
Click the Save button.
Carrying Forward Status from Previous Verification (Admin Only)
The verification status of a legal entity at the beginning of any Verification Phase is “Outstanding” (color indicator of “Amber”) by default. This is because an entity can be part of multiple Verification Phases at the same time and its status in one Verification Phase may have no bearing on its status in another.
However, an Administrator user can choose to have legal entities carry forward the status they had at the end of the most recently completed Verification Phase to the next Verification Phase. When this is done, an entity that was not verified in the last phase will begin the next phase with a color indicator of “Red” and a status of “Not Yet Verified.”
To enable entities to carry forward their verification status from the previous Verification Phase, do the following:
Navigate to Admin > GEMS Settings > System Management > Options > General and click the Edit button.
In the Verifications section, select the checkbox next to the “Retain Unverified Entity Status from most recently Completed Verification for next Verification” system option.
Click the Save button.
Automatically Adding Entities to All Active Verifications on Selection of Verifier (Admin Only)
GEMS provides a system option that, if selected, automatically adds an entity to all active Verification Phases when a verifier is selected for the entity. Similarly, it removes the entity from all active verifications if all verifiers are deleted for the entity.
If the system option is NOT selected and a verifier is added to a legal entity that has not been included in a Verification Phase already, it will not be automatically added to any verifications. Similarly, if all verifiers are removed from an entity that is already part of a Verification Phase, the entity will not be removed from the phase, though it cannot be verified until a verifier is added for it.
To select this system option, do the following:
Navigate to Admin > GEMS Settings > System Management > Options > General and click the Edit button.
In the Verifications section, select the checkbox next to the “Automatically Add/Remove Entities to active Verifications when Verifier selected or removed” system option.
Click the Save button.
Please note: If this option is selected, the entities displayed in Step 5 (Entities) of the Verify GEMS Data Wizard will all have a Verifier as selected in Step 4 (Verifiers). These entities will be read-only, and you will not be able to remove any of them. This is because the system option requires that all of them be automatically added to the Verification Phase.
An example of how this system option works:
A Verification Phase called “Appointments Audit” has already been set up in GEMS using the Verify GEMS Data Wizard. It has the Internal Contact Type “Verifier” selected as the verifier for the phase. It also contains several entities.
A new entity is created in GEMS and a user is assigned to the “Verifier” Internal Contact Type for it. By default, this entity will not be added to the “Appointments Audit” Verification Phase. However, if the system option is selected, GEMS will automatically add it to the Verification Phase as soon as the user is added to the “Verifier” Internal Contact Type.
Similarly, if the user is deleted from the Internal Contact Type for this entity, the entity will be automatically removed from the Verification Phase.
Enabling Immediate Verification (Admin Only)
To allow automatic verification of all entities for which the updater is the same as the verifier, do the following:
Navigate to Admin > GEMS Settings > System Management > Options > General and click the Edit button.
In the Verifications section, select the checkbox next to the “Enable Immediate Verification” system option.
Click the Save button.
With this option turned on, when the updater is also the verifier for any entity, the Mark Ready, Verify, and Reject buttons will be simultaneously accessible from the Verification Snapshot. Consequently, the updater/verifier has the ability to verify or reject the entity directly without the prerequisite of marking it as ready for verification.
Permitting Verifiers to Provide Comments on Verification (Admin Only)
To display a message to verifiers when they verify or reject an entity or to allow verifiers to enter a comment, do the following:
Please note: Verifiers must enter a comment if they are rejecting an entity; comments are optional if they are verifying it.
Navigate to Admin > GEMS Settings > System Management > Options > General and click the Edit button.
In the Verifications section, select the checkbox next to the “Wizard Default Setting for Verifier Comments or Message to Verifier checkbox” system option. Note that this option is selected by default.
Click the Save button.
Please note: Setting this option selects the “Verifier Comments/Message to Verifier” checkbox on the second step of the Verify GEMS Data Wizard by default. However, Administrators can choose to turn off the checkbox for individual Verification Phases if required.
Enabling Auto-Navigation to Next Verification Entity (Admin Only)
When a verifier verifies an entity, they can use the Next and Previous buttons to navigate to the next or previous entity in the Verification Phase that they are authorized to verify. To enable GEMS to display the next entity to the verifier automatically, do the following:
Navigate to Admin > GEMS Settings > System Management > Options > General and click the Edit button.
In the Verifications section, select the checkbox next to the “Snapshot Verify Navigates to Next Entity” system option.
Click the Save button.
Setting Up Notifications to Be Sent to Updaters (Admin Only)
An Administrator user can set an option to send automatic notifications to either:
All the updaters assigned to an entity, or
Only the updater who has submitted the entity verification request.
Please note: This option is available only when the Attestations and Verifications module license is installed.
To set the notifications option, do the following:
Navigate to Admin > GEMS Settings > System Management > Options > General and click the Edit button.
In the Verifications section, select whichever of the following options is required:
Notify the Updater who submitted the entity verification request.
Notify all Updaters assigned to the entity.
Click the Save button.
Notifications will now be sent to the selected Updater(s) whenever the entity is submitted for verification and when it fails or passes verification.
Setting Up Verification Email Digests for a User (Admin Only)
An Administrator user can set up users to receive verification notifications as individual emails or as a daily email digest. To do this:
Navigate to Admin > GEMS Administration > User Management and click on the name of the user whose setting you want to change.
On the User Details screen, click Edit.
In the Email Settings section at the bottom of the page, select the required option from the “Verification Phase Emails” drop-down list.
Click the Save button.
Notifications will now be sent to the selected user as per the option selected.
Please note: If “Receive as Daily Digest” is selected, the following points apply:
If a user is both an Updater and a Verifier, they will receive two emails: one containing notifications for them as an Updater and one containing notifications for them as a Verifier.
The “Email Digest Days” user preference does not relate to verification email digests. Regardless of the value in this field, the verification email digests are sent daily.
The emails for “Start Audit Phase,” “Start Updates,” “End Updates,” “Start Verifications,” “End Verifications,” and “End Audit Phase” will continue to be sent as individual emails. They will not be included in the email digest.