Documentation Audit

Overview

Updated 07/29/2021

In the event of an audit request from a government agency, E-Signature documents within a specific date range can be accessed from the Admin > Documentation Audit section. Use the Documentation audit area to select document types used during a specific date range.

When generating an audit, the user will be notified about the size of the export being created as many documents may be included in the audit. When documents are selected and Submit is clicked, every instance of those document type is retrieved. In some cases, there may be thousands which is why a confirmation window will display an estimated time to retrieve all of the selected documents. 

As an example, if an audit of the Alabama W-4 form usage between the dates of April 3, 2017 and April 3, 2018 is requested, the PDF will list ALL instances of the Alabama W-4 document completed in that time. If 4,725 Alabama W-4s were completed in that time, the PDF will display 4,725 audit rows. 

Perform an Audit

The application will gather all use instances of that document and organize an audit report in Adobe PDF.

1. Navigate to Admin > Documentation audit
   
   
2. Begin typing an employer's name into the Employer field. A list of employers will generate.
   
   
3. Select an employer.
   
   
   
   
4. In the Start date field, enter the beginning of the date range of documents that will be audited. 
   • Either click on the characters to enter a date by text or click the calendar icon to select a date from the calendar view. 
     • Click on elements in the calendar for quicker navigation. e.g. - clicking on the year will open a selection of years.
       
       
5. In the End date field, enter the end of the date range of documents that will be audited.
   • Either click on the characters to enter a date by text or click the calendar icon to select a date from the calendar view. 
     • Click on elements in the calendar for quicker navigation. e.g. - clicking on the year will open a selection of years.
       
       
       
       
6. Begin typing a document's name into the Document name field. A list of available documents will generate.
   
   
7. Select the document to be audited. Multiple documents may be selected (one at a time).
   
   
   
   The selected documents will be displayed under the Document name field. 
   
   
8. If the audit should ignore documents associated to employees that haven't worked, place a check mark in the "Only include documents in which talent received a paycheck." 
   
   
9. Click Submit. The application will begin processing a file containing audit documents including a spreadsheet list of all of the selected documents as well as a PDF of each of the documents.
   
   
10. There may be a large amount of data transferred when an audit is performed. An estimate of the process size and duration will display.
    
    
    
    
11. Click OK.
    
    
12. The export will begin processing. When the process is finished, a ZIP file will display in the Active exports area of the page. If the report does not display after the estimated time, refresh the page and look for the report again.
    
    
    
    Click the Link for export document file. The file will download to the computer as a ZIP file containing a spreadsheet and a PDF of any document listed on the spreadsheet. 
    
    
13. Open the downloaded ZIP file (either located at the lower-left of the screen or available in the computer's Downloads folder.)  
    
    
    
    
    • The ZIP file will contain a CSV formatted list of all the documents qualifying in the selected date range.
      
    • The ZIP file will also contain a PDF of each document listed on the CSV.
      
      
      
      
14. Open any of the files. A password prompt will display.
    
    
    
    
15. Enter the password that was included with the files in the Active exports area.
    
    
    
    
16. The file will open for auditing.
    • The CSV displays a list of the associated documents.
      
      
      
      
    • The listed documents are available for viewing as a PDF.
      
      

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