Setting up Entities

Chay Saunders

Setting up Entities

Author(s):

Chay Saunders

Last updatedFeb, 2021

Word count2,209

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How to Create an Entity in Audit Hub

Setting up Entities

The word ‘Entity’ is used here (and throughout this manual) to represent the item/area which is to be inspected eg a site in a factory, a vehicle in a fleet, personnel etc. The term is used as a ‘cover all’ to prevent any limitations which may happen if the wording was more specific.

Author

Chay Saunders

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Title of Entity

Setting up Entities

This can be anything of your choice and should help you to identify it.

Author

Chay Saunders

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Reference

Setting up Entities

Again this can be a site reference which is unique to

Author

Chay Saunders

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Parent

Setting up Entities

This determines whereabouts in the hierarchy this new entity will sit. By choosing it’s ‘parent’ it will be linked as a ‘child’ in the same way as a family tree is displayed, with a HQ at the top and branches coming down. For example, a company may have sites divided by regions, then each region is divided into counties and so on.

Author

Chay Saunders

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Entity Type

Setting up Entities

This gives the user the choice of selecting the type of entity which is being added. The selection options are in the screen below.

Author

Chay Saunders

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Structure Type

Setting up Entities

A ‘structure’ entity is not something that can be audited but is used to create a ‘placeholder’ in the system, which assists in the correct ordering of other entities. For example, the company HQ in a country having sites divided by regions (lets say Region 1 and Region2), then each region is divided into counties and so on. The country and the regions themselves would be...

Author

Chay Saunders

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What are the Structures used for?

Setting up Entities

As the ‘placeholders’, these structures can be used within the system to control access to site information. For example a Manager overseeing a ‘region’ can be set up in Audit Hub in

Author

Chay Saunders

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Key Dates Tab

Setting up Entities

Key dates enable us to control items on the workflow. If you use workflow to prompt certain actions, eg send email to site/auditor that the audit is due, then this key date controls the sending of the email. It is configurable within the system and covered further in Workflow.

Author

Chay Saunders

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Users

Setting up Entities

This defines a list of user types and you can specify who they are against the site. It is also possible to use the entity hierarchy to do this, eg an account manager for a supplier can be added at parent level and will act as the account manager for the ‘children’ underneath that site. In this way it only has to be done once rather than at each individual site.

Author

Chay Saunders

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Checklist Services tab

Setting up Entities

Whole module to be covered elsewhere.

Author

Chay Saunders

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Certification

Setting up Entities

This is the standards which each site requires, the skills which an auditor needs in order to go there and whether or not a site has any required certificates.

Author

Chay Saunders

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Notes

Setting up Entities

Any further information which you want to make against each entity by pressing ‘add notes’. Notes can be added or removed and a log will always be kept of the notes made.

Author

Chay Saunders

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Active Log

Setting up Entities

In this tab it is possible to deactivate this entity, entering a reason for its deactivation. A record of the changes can be kept here. If check list services are active against this site then that too can be deactivated here.

Author

Chay Saunders

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Entity Access

Setting up Entities

It is possible to give access to certain entities (and deny others) depending on the needs of that user. Entity access is created in Audit Hub under the System heading in the left hand column, and selecting Users. This brings up the User Administration page where new (or existing) users are added and configured depending on their roles.

Author

Chay Saunders

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Entity Access Sets

Setting up Entities

Audit Hub is able to create multiple Entity Sets. A user of the system will probably require access to one (or part of one) of these sets and the Entity Access Set box is the place where these sets are selected. Below shows a user having been given access to ‘All Sites’.

Author

Chay Saunders

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Granted Access to Entities

Setting up Entities

Within the ‘all sites’ Entities Set is the Example Company. By using the search facility (click on the word search and it comes up with a search box) you are able to find and select all the sites within this company.

Author

Chay Saunders

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Denied Access to Entities

Setting up Entities

Occasionally there may be a reason to deny a certain user access to a site or sites and this can be done in a similar way to granting access. In the screen below access has been granted to all the Example Company sites, but one site has been denied for some reason.

Author

Chay Saunders

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Entity Administration: Hierarchy tab

Setting up Entities

Audit Hub allows multiple hierarchies using the data held within it. Examples of these would be say geographical or operational based on individuals control of sites.

Author

Chay Saunders

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Illustrations

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