How to add documents from the Unsorted folder into the backup Audit file

Overview

When generating an audit file in Cloudoffis Auditomation documents that are in the Unsorted folder are not included. This is by design for when a file may be sent external to the audit firm so that only the documents bookmarked to appropriate items for the audit are included. However, if you are generating the audit file for backup purposes, you are likely wanting to include those extra documents for archive purposes. This article will take you through the steps for a completed job that has unsorted documents, and move those to ensure inclusion in a backup file.

Moving documents from the Unsorted folder

In this example, a job has been completed and locked for the 2019 year. We will need to firstly unlock the file, changing the status on the job

For the purposes of this demonstration, the status will be changed to Reports Signed, but any non-completed status can be used.

The job will move to the My Audit Job queue

Open the job and click on the Documents button

In this job, there are 8 documents sitting in Unsorted, which will need to be moved so they can be included in the Audit file for backup.

Click on the Unsorted folder, then click the checkbox next to the bin to select all the documents in the Unsorted folder

Click and drag the highlighted documents across to the Other Documents folder

After releasing the mouse the documents will then be moved to Other Documents

Generating the backup

To complete the backup process, move back to the Job Dashboard, and click Generate File

For backup purposes, it is recommended to leave all the options checked, then click OK

The following message will be displayed whilst the file is being created.

This process will typically take less than 2 minutes but may take longer for jobs with a large number of supporting documents. Once the file is read, click Download File

Closing the job again

From the Job Dashboard, click the Change Status button, and select Completed. 

Click the Change Status button to finalise the status update, then click Yes on the Warning screen.

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