In this article:
While it is possible to create audit templates directly in the app, it can become cumbersome to create longer templates with lots of questions. This is why we support audit template creation using excel, which you can fill in and upload to the system.
The audit excel file
From this button you can access a read-only empty audit excel file in Google Sheets, which you can download.
Once filled in, you can send the audit to our support team via email or in the chat. Be sure to mention where you like to have the template added.
If you support multiple languages in your Falcony organisation, you should create duplicate columns of all items that require translation. That way we can upload all your localisations in one go, and the created audit template is ready to use in all your supported languages.
Question group
The first column is for Question groups. These are the headings for the audit sections under which the audit questions are grouped under.
This column requires duplicates for all your supported languages.
Question
After the question group column(s) are the Questions. The questions should ideally be short and descriptive, with any additional information left to the help text. More on help texts further down in this article.
This column requires duplicates for all your supported languages.
Type
Our audit templates support several kinds of question types:
select - The auditor selects the answer from the choices available.
str - Free text type question. The auditor writes the answer into a text box.
signature - The auditor provides his/her signature to the question.
date - The auditor answers with a date
time - The auditor answers with a time
datetime - The auditor answers with date and time
int - The auditor answers with a whole number
numeric - The auditor answers with a number that may contain decimals
Required
If the question is required, an answer must be provided in order to submit the audit. If not required the question may be left unanswered. This is filled in as either yes for required and no for not required in the excel sheet.
Choices
Choices are the available answers in select type questions. This field should only be filled if the Type is 'select'.
Write here all the answer choices available to this question, with the best option to the left and worst option to the right, followed by any 'Not applicable' choices after that.
The choices should be separated with a semicolon (;) from each other.
An example would be: Excellent;Good;Average;Bad;Not applicable
This column requires duplicates for all your supported languages.
Choice points
If the answers should be scored, each choice should be assigned points. The points are filled in similarly as the choices, with points separated from each other with a semicolon (;), and corresponds directly to the choices given in the previous column.
The points are typically set as 1 for the best option, 0 for the worst, and anything in between is a proportional fraction (such as 1;0.5;0)
It is possible to assign the same points to several choices, as long as the order still remains as best --> worst (such as 1;1;0.5;0)
Points can exceed the 1;0 range as well. If a question can provide more than 1 points, it is weighted more than other questions that have a maximum of 1 points. Read more on audit scores and grades here. It is also possible for a choice to provide negative points, effectively acting as knock-out answers to your more critical questions.
'Not applicable' answers are shown with N/A choice points, and these come after (to the right of) the scored points. There can be multiple N/A choices in a question.
Leaving a select type question without choice points makes the question not scored, meaning that the answer does not contribute to the audit grade.
Help text
The help text is the additional information provided to a question, and will be situated directly underneath the question. If a help text is not necessary, this cell can be left empty.
It is possible to format the help text and provide images and links here using markdown formatting.
This column requires duplicates for all your supported languages.
Show answer in audit card
If an answer to a question will contain information that you would like to have an immediate overview of, you can set the question to show answer in audit card. If set, the question and its answer will be visible directly in the audits view, without the need to open the audit to view it. This is filled in the excel sheet as either yes for the question & answer being shown in the audit card and no it not to be.
Done
Once done, you can upload the template in the Administration menu.
When the audit template has been added to your organisation, you may set up the user rights to grant auditing and/or viewing rights to the new template. You can also set the audit template up with an audit observation template or quick observations if needed.