Close an audit after the Action officer has completed the assigned work and the audit moves to the Close stage. This final review confirms that the action taken, progress notes, identified issues and improvements, comments, and supporting evidence have been considered before the audit is closed.
As the Approval officer, you can assign another task when more work is required, or approve and close the audit when the record is complete.
Close an audit when the Action officer has completed the assigned work and the audit has moved to the Close stage.
Review the action history, identified issues and improvements, comments, and supporting evidence before choosing the outcome. If more work is required, assign another task instead of closing the audit.
Q: What if the audit needs more work?
A: Select Assign another task, enter clear instructions, choose the person responsible, and set a due date.
Q: Can I change the audit after it is closed?
A: No. Check the audit details, findings, comments, actions, and attachments carefully before you close it.
Before you start
Check the following:
- You have the Close audits permission (minimum licence type required: Approve).
- You have reviewed the Action history, identified issues and improvements, and attached evidence.
- You know whether the audit is ready to close or requires another assigned task.
Step 1: Open the Close task
Open the assigned task from Tasks, select the audit's Description link, then select Approve and close in Task management.
Navigation path
Select the audit's Description link from Tasks, then select Approve and close in Task management. Task type shows as Close.
Step 2: Review the completed audit
Review the completed audit before choosing an outcome.
| Area | What to check |
|---|---|
| Action history | Confirm what the Action officer recorded, including progress notes, action taken, comments, and completion information. |
| Identified issues and improvements | Check any non-conformances or improvement opportunities reported from the audit. |
| Attached records | Confirm that the supporting evidence is complete and appropriately named. |
Step 3: Choose a task option
Select the option that matches the outcome of your review.
Assign further work or approve and close the audit.
Assign another task: enter the further work required, select the person responsible, and set a due date. Use Assign to me when you will complete the work yourself.
Approve and close: choose this when no further action is required. Select Additional comments to record final observations or the grounds for approval.
Assign another task opens the instructions, assignment, and due date fields.
Step 4: Review identified issues and improvements
Review any non-conformances or improvement opportunities recorded during the audit. If another corrective action or improvement needs to be recorded before closure, select Add. Record corrective actions as Non-conformance.
Use the completed fields to check the issue, recommended improvement, responsibility, and access before closing the audit.
Related items lists the records linked to the audit.
Step 5: Check supporting records
Review the Attached records tab and add any final supporting file or link needed to demonstrate the audit outcome. Use a meaningful name so the evidence can be identified after closure.
Read the article to find out more:
Step 6: Submit the outcome
Complete the fields for the selected task option, then select Submit.
Approve and close provides an optional Additional comments field before submission.
Another task assigned: the audit remains in progress and the assigned person receives the new task.
Approved and closed: the audit moves to the Closed view and its details become read-only.
Create: use the top-bar Create button to create a linked item in another register. The relationship appears in Related items and the System event history.
Other sections
System event history
This section provides a chronological record of changes, assignments, submissions, workflow events, and related items created from the audit.
Expand an event when you need to see more information about it.
What happens next
Further work returns to an assigned user
The audit remains in progress until the additional task is completed and returned to the Approval officer.
Identified issues continue in the Improvements register
Non-conformances and improvement opportunities remain assigned for management after the audit is closed.
The completed audit remains available
Closed audits retain their action history, evidence, related items, and system event history.