Set up a safety audit schedule

  • Release version: Xanadu
  • Updated January 30, 2025
  • 2 minutes to read

    • Create an audit schedule and define the top-level audit details and the recurrence, for example, monthly or bi-monthly.

    Before you begin

    Role required: sn_hs_rm.safety_audit_manager or sn_hs_rm.audit_schedule_writer

    Procedure

    1. Navigate to All > Health and Safety > Health and Safety Workspace.
    2. Select the risk management icon (Risk assessment icon).
    3. Select Audit schedules list and then All.
    4. Select New to create an audit schedule.
    5. On the form, fill in the fields.
      Define the audit scope, finalize the goals, and choose regulations for the audit so that the audit process is well structured and organized. For more information on audit field descriptions, see Audit schedule form.
    6. Select Save.
      • The Audit surveys and Scheduled audits tabs appear for this audit.
      • An information message that prompts to create an audit survey appears.
    7. Optional: In the Audit surveys tab, select New to add surveys to be added to each scheduled audit.
      Surveys can also be added to each scheduled audit individually after they’re scheduled.
    8. In the Scheduled audits tab, add the following details to each scheduled audit record.
      • People involved and their responsibilities
      • Standards and documents used to benchmark findings
      • Audit actions
      • Risk assessments
      For more information on completing an audit record, see, Create and manage a safety audit.
    9. Alternatively, select Create Audits in the audit schedule record to create an audit record.
      If an audit survey has not been created, an informational message is displayed on the modal, with a prompt to create one before proceeding with scheduling audits. This message is not shown if an audit survey already exists for the audit schedule record. In the modal,
      • Select Create next scheduled audit to create the first upcoming audit.
      • Select Create all scheduled audits at once to create all scheduled audits immediately.

    Result

    • Based on the duration and the selected frequency of the audit schedule, audit records are created one by one on the start date.
      Note:

      Audit records are created using the Automate audit schedule flow available with the application. To generate the audits instantly rather than on scheduled days, your administrator can adjust the job in this flow.

      The flows are built using ServiceNow Workflow Studio, so make sure you’re familiar with the Flow Designer basics.

    • All audit records for an audit schedule are generated in its Scheduled audits tab. These audit records are also available under Audits > All.
    • All required fields are copied from the audit schedule to its audit records.
    • The assigned user receives a notification about the audit survey. They can complete the audit in the Employee Center or on Now Mobile app.
    • The safety agent can also create actions for the survey responses. For more information, see Add an action from survey response in safety inspection through Employee center