How to Share Stored Documents with Auditors

Following is a list of the various methods available in Identifi for sharing documents with an auditor.

• Method 1:  Exporting Documents in their Native Format

Conduct the search in Identifi for the requested documents.  Typical search criteria include Account Number, Tax ID, Customer Name, etc.  (See Using Document Search for additional information on searching for Documents in Identifi.)

From the Search Results displayed, select the document(s) to be shared with the Auditor using the toggle box in the left margin.  To select all documents, use the box next to the column header. 

Note:  It is recommended to select no more than approximately 25 documents at a time, depending on file size, to ensure that server performance is not affected.

Click the “Download” button in the top menu bar to generate a Zip Folder of the selected documents. 

To include Notes in the Zip Folder, check the “Include Notes in Download” box and click “Continue.”

Confirm the download by clicking “Download.”

A “Download Results” window will confirm the number of downloaded files.  Click “Close" to continue.

Share the Zipped folder with the Auditor who will be able to extract the requested files.

• Method 2:  Mass Print to .PDF

Conduct the search in Identifi for the requested documents.  Typical search criteria include Account Number, Tax ID, Customer Name, etc.  (See Using Document Search for additional information on searching for Documents in Identifi.)

From the Search Results displayed, select the document(s) to be shared with the Auditor using the toggle box in the left margin.  To select all documents, use the box next to the column header. 

Note:  It is recommended to select no more than approximately 25 documents at a time, depending on file size, to ensure that server performance is not affected.

Click the “Print” button in the top menu bar to generate a .pdf file of the selected documents.   A "Print Confirmation" window will appear with a warning regarding the number and/or size of files.  If you have selected more than the recommended number of files, it may take a while to complete.

         

The .pdf file will open in a new tab, and all selected documents will be in one large .pdf.  Bookmark links to each document will be displayed on the left margin of the page.

A “Print Results” window will confirm the number of successfully-printed files.  Click “Close to continue.

• Method 3:  Provide Auditor with Direct Access to Identifi

Create a User name for the Auditor.  Note: see article: Adding & Activating Users for additional information.

Under Setup -> People -> Users, click “Add.”.

     

Complete the Identification form.  Required fields are marked with an asterisk.  When completed, click “Save.”

The User will now be visible in the User list.

Assign Roles and Permissions to the Auditor within each Application containing the documents for audit review.

Under Setup -> Documents -> Applications, open the Application.

Under the Security Tab, click “Add” to assign the new User permissions to documents within this Application.

View access is assigned by default; add any additional permissions deemed appropriate.  
(Note:  For a listing of Permissions, see the Permissions article.)

Save permissions by clicking “Add.”

Follow the above-listed steps to add permissions to additional Applications deemed appropriate.

Create a Smart Folder for the Auditor:

Conduct the search in Identifi for the requested documents.  Typical search criteria include Account Number, Tax ID, Customer Name, etc. (See Using Document Search for additional information on searching for Documents in Identifi.)

Save the Search Results as a Smart Folder by clicking the “Smart Folder” button in the Search Documents Menu Bar.

Name the Folder and make it Public by selecting the “Public” checkbox next to the Display Name.  
(Note:  Administrator or Smart Folder Administer Role required).

Give visibility permissions to the Auditor User.

Click "Save." 

The Smart Folder will then be visible to the Auditor for use in reviewing the documents saved within the Smart Folder.

NOTE:  While this method streamlines the process for the Auditor by aggregating the documents into a Smart Folder, be advised that ALL documents within the given Application(s) will still be searchable by the Auditor using KWYK Search from the Search menu.

• Method 4:  Allow Auditor Restricted Search Access using Attribute Security

Note:  It is suggested that you contact Identifi Support ([e-mail]) before attempting this method, as it involves the creation and application of a new Attribute within Identifi.  If you are confident in conducting advanced administrative processes, this article may be helpful.  Simply substitute “Employee” for “Auditor” when creating the new Attribute. 

• Method 5:  Identifi Audit Export Module

Contact Identifi Sales ([e-mail]) to learn more about this feature and obtain a quote for adding it to your installation.

 This module will allow the export of selected documents to be downloaded to the Identifi server and transferred to the customer via FTP.