File Audits, Observations and Follow-up
File Audits brings together a compliance review’s details, observations, comments and report. Use it to record the reviewer’s work and follow-up actions.
Who can make changes?
Compliance Manager and Full Access users have management controls. Other authorised users can view the records made available to them. If controls are missing, ask your administrator to check your role and record access.
Step 1: Find or create the review
Select File Audits. Filter by client, adviser, practice, review status or file outcome, and use the page controls to find the review. To create one, select New File Audit.
Step 2: Record the review details
Check Client name, Adviser name, Reviewer and Review date. Select a Review type, such as Annual Review, Quarterly Spot check or Targeted Review. Record the Review status, File outcome and Date checklist submitted as appropriate, then select Create review.
Review status tracks progress: Not Started, Working On It or Completed. File outcome records the reviewer’s conclusion: File Meets Requirements, Minor Policy Concerns or Key Policy Concerns. These are recorded decisions, so choose them after the relevant work has been done.
Step 3: Add observations
Open the saved review and select Add observation. Choose the Advice stage and Rating, enter a clear Observation summary and Observation detail, and record Actions required and Action required detail. Set an Action due date, Status and Who is responsible?, then select Create observation.
Step 4: Track follow-up
Open an observation to update it and select Save observation. Use Review comments for the overall review and Observation comments for a particular issue. Enter a comment, add an optional attachment when needed and select Add comment.
Step 5: Keep the report and communications together
After saving the review, use the Review report field to upload a report when that control is available. Managers can also use Print compliance report to generate a Draft report or Final report in Word format. Check the output before filing or sharing it.
Send email opens a message for the review. Check recipients, wording and attachments before sending. Update the review and observation statuses to reflect the work actually completed.
Creating a record or choosing a final report does not run or certify a complete compliance assessment. Do not delete reviews or observations without following your organisation’s retention and approval process; the app warns that deletion cannot be undone.