Audit tasks
Audit tasks are created as a result of an Audit round scheduled by Administrators as part of a document Workflow process. An Audit round in BIMcollab Twin refers to an audit process where the documents are checked for quality, compliance, and coordination by multiple team members. An audit round can be used in a workflow as a way to collect the feedback of multiple stakeholders on a document within a set deadline.
When an Audit round is triggered, individual Audit tasks for each stakeholder are automatically created, allowing them to be completed simultaneously. Audit tasks can be assigned to one or multiple users and can be addressed by the responsible user or a project member from their company, as they will be visible to them as well. Therefore, scheduling an Audit round in a Workflow is particularly beneficial when a document requires review by multiple team members. Every Audit round pertains to a specific document version, and requires a duration to be set, which specifies the number of days until the Audit round concludes.
Create an audit task
To create an Audit task, the space administrator responsible for defining the Workflow for document coordination must first add an Audit Round. This can be done by clicking the "Add audit round action" button within the Workflow steps. Detailed steps for creating an Audit round are provided in this article: Workflows in BIMcollab Twin
Once documents are uploaded that trigger an Audit round, personal audit tasks for each stakeholder are automatically created. In summary, Audit tasks are not manually created; they are automatically generated when an Audit round is triggered.
Accessing your audit tasks
In BIMcollab Twin, Audit tasks be accessed via:
1. The Dashboard where users can view and access Audit tasks when they are created within a project directly. All Audit tasks are prominently displayed, allowing users to easily navigate to the tasks for which they are responsible.
1. Open: all open and urgent audit tasks.2. Urgent: all audit tasks whose deadline have passed and have yet to be addressed.3. Completed: completed audit tasks.4. Responsible: open or urgent audit tasks for which you are primarily responsible.5. Owner: open or urgent check tasks on documents that your company is the author of.
Clicking on one of these statuses opens the overview of Audit tasks in the To do's module, with the corresponding filters applied.
2. The To-do's module (1) where communication items are found. Click on Audit task (2) to see an overview of all Audit tasks in your project.
3. The Documents module (1) under the menu section where the Audit round (2) option can be selected. Click on the desired Audit round (3) to access its detail page. This page provides details about the Audit round, the document linked to it, and a list of the associated Audit tasks, which varies based on the number of users assigned responsibility.
If the Audit tasks feature in the To do's module is not visible, it means that your View permission for Workflows is restricted. Please contact your Space Administrator.
Audit task properties
An Audit task displays the properties of the audit task itself and the document related to it. These properties provide more information at a glance about both the Audit task and the document. Click on the Audit task number to see the properties.
Audit task:
1. Number: each audit task is assigned a unique number based on the location, building, and phase associated with the task.
2. Status: the status offers stakeholders clear information about the progress of the task. This will be elaborated on in the next section.
3. Description: the description of the audit round that triggers the audit task is displayed here.
4. Audit round: represented by a number, which uniquely identifies an audit round. By clicking this link, users are redirected to the audit round related to the task.
5. Started: the date the audit task was created.
6. End date: the date marking the end of the audit round duration, which is the number of days the audit round is open.
7. Responsible: you can find the project members responsible for the task, along with their respective companies.
8. Forward: forward the audit task to another user, who will become responsible for this task.
9. Completed on: the date and time when the audit task is addressed.
10. Completed by: the name of the project member and their company who addressed the audit task.
11. Comments: if comments have been added to the audit task, they can be downloaded here. If no comments have been added, the description "No comments" will be displayed.
Document:
1. Document number: a unique number or code for the document. Clicking the link redirects users to the document associated with the task.
2. Descriptions: a description of the document.
3. Document date: the issue date of the first version of the document.
4. Author: refers to the company of the user responsible for uploading the document.
5. Version number: a text or number which helps to track the various versions a document may have.
6. Version Description: a description of the document version.
7. Version date: the date of the current version.
Audit task status
When a new audit task is added, its default status is Open. Depending on the duration defined in the audit round, and whether the responsible user has handled a task, the task is assigned one of the statuses below:
1. Open: audit task is open and has not yet been addressed.
2. Urgent: the duration for the audit task has passed. Although the audit task can still be addressed, it will not affect the workflow if the next step has already been completed.
3. Audited: audit task has been completed with or without comments.
4. Cancelled: an audit task can be cancelled if it is no longer needed. Alternatively, if an audit task task is open and a new document version is uploaded, the current active workflow and all tasks associated with the previous version are cancelled. The option to cancel an audit task is only visible to Space administrators.
5. Checked (too late): the audit task was addressed while it was marked as urgent. The comments can still be accessed and downloaded from the audit task overview.
6. Checked (while cancelled): tasks that have been cancelled can still be addressed, but since the audit task is cancelled, it has no effect on the remaining steps in the workflow.
7. Not checked: if an audit task status is marked as "Urgent" and the task is either canceled or a new document version is uploaded, the audit task status changes to "Not checked."
The option to cancel an Audit Task is only visible to Space Administrators, as they are the only ones with the permissions to perform this action.
Handling audit tasks
An open Audit task can be addressed by either providing or not providing comments. Both the user assigned as responsible for the Audit task and any of their colleagues from the same company, can handle an Audit task by using one of the two options:
1. No comments
2. With comments
In the Audit tasks (1) overview, responsible users and their company members have access to the "I have no comments" (2) button, which allows a task to be handled immediately without adding comments. When a user has comments, they can be added on the details page of an Audit task, which is accessed by clicking on the number (3) of the Audit task.
While in the details page of an Audit task, users can download the document associated with this task and append their comments. Clicking the "I have comments" (1) button reveals a dropdown where users can choose (2) and upload (3) the document which contains their comments. Additionally, the "I do not have comments" button is also present on the same page. If "I do not have comments" is selected, the document status is updated to "Audited."
Once the comments have been uploaded, they can be downloaded by project members using the "Download remarks" button shown in the image below.
Project members assigned as responsible for an Audit task, along with other users from the same company, have the ability to address the same tasks.
Handling multiple audit tasks
From the Audit tasks overview, you can also download the documents that are to be checked. Choose the filter "I am responsible" (1) or "my company is responsible" to filter the relevant tasks. Select all (2) or only the relevant audit tasks and then download (3) button. A .zip file is downloaded to your computer containing all the documents from selected Audit tasks.
The downloaded documents have a special file name containing a unique code, which must not be changed to avoid errors during re-upload. This code enables BIMcollab Twin to correctly associate the file with its assigned auditing tasks.
Open the document and add any necessary comments. Afterward, upload the commented documents using the "Add audited documents" (4) button without changing the file name. On the next screen, you'll see a confirmation of which audit tasks have been completed successfully and which have not. Any documents that fail to upload successfully will be marked with an error status, indicating the reason for the failure.
For documents that do not require comments, users can select the relevant documents and click the "No Comments" button, as shown in the image below. Once this action is taken, the status of the Audit task will change to "Audited."
When adding audited documents, they should be uploaded directly without using an upload list.
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