Users may attach to the workbook any audit evidence or supporting work papers such as scanned documents, PDF, Excel, Word, photos or audio/video files at the appropriate audit steps to achieve fully paperless files if desired.
- They may also use this function to insert hyperlinks to external documents and websites (say on Dropbox or Google Drive), or directly into Sharepoint, which enables files to be edited directly in Audit Assistant.
- Select the attachment button from the options from the drop-down box at the end of any work item:
- Click file from the dropdown and navigate to the file location.
- Display name may be different from the default name of the attachment file - if left blank display name defaults to the file name:
- Click add and the file is uploaded - it will then be accessed from the hyperlink created:
- Optionally an attachment may be added by dragging and dropping onto a work item from the file manager.
- When an attachment has been added by a client (say to a shared checklist) the auditor should mark as reviewed (top of document when opened) to indicate that they have read it and followed up with any work required - indicated by a tick in the sidebar/index and a Reviewed by .... comment below the attachment:
- Comments may also be added within the workbook relating to the attachment by clicking the speech bubble icon:
- This comment may then be linked to another page:
- Referencing is automatic -based on the page and work-item number – attachments are displayed in the index as follows:
- Remember that if the file is to form part of the final audit file (i.e.contains audit evidence) then at the end of the job a link should be replaced with the actual copy (PDF say) of the document (if linked using the Sharepoint option this will be done automatically).
Using the same attachment across the file:
To create links to attachments in other parts of the workbook open the original page and target page in different windows and drag and drop attachments between the pages.
- This creates a duplicate path to the file (e.g. files uploaded by the client in items required for audit page that are needed elsewhere in the file).
- Attachments may also be dragged from the index in the side-bar to make a cross reference/link on another page.
Downloading attachments:
- When an attachment is opened in AA, there is an option to download it.
- The file may also be downloaded from where it is attached on the parent page.
Changing attachments:
- To delete an attachment or link, click the edit icon next to the attachment download, and click the delete icon at the bottom right.
- To replace an attached file, click the edit icon on the attachment, click the replace file button, and then upload the new file – the old file will be deleted.
- To amend an attached file (say an Excel spreadsheet comparing several years of data that is to be updated), download the attachment by clicking the link, make the changes then use the replace file button to re-attach, replacing the previous version (not necessary if using files in Sharepoint).
- The name of the attachment may also be amended from the attachment dialogue box once edit is selected.
- Cross-references may be made to attachments from comments by editing the comment and selecting the attachment name from the drop-down list:
- This appears as a hyperlink when saved:
- Attachments may be accessed by a reviewer, may be carried forward for future years and they are attached to the rolled-over PDF version of the job.
- Third-party users may also add attachments where the auditor has shared a page for gathering information for the audit.
- Additional attachments may be added from the dropdown at the right if every work item: