Collection of Audit Files

PhillipTran

For the beginning of this year, we've decided to look for better ways to utilize the Foundant reporting feature to track the presence of various files for use in auditing procedures.

So far, we've been uploading the files (acknowledgement letters, check/transmittal letter, and approval documentation) to the Documents tab for each request but in this case, we are unable to pull this into a report.

Right now, we're considering on using follow up forms to track the presence of these files so that they can be utilized in a report. We're curious as to what other foundations have done in tracking this documentation and are open to any methods that have worked out for others!

Thanks!

KimberlyMontroy

We use follow up forms for our clients to track these documents. That allows us to create a merge document that exports all the uploaded files.

You could probably also:

A. Use an evaluation form (if you're not using them for actual proposal evaluation)

B. Add internal questions to installment forms (e.g., Receipt received for this payment? checkbox or date field reply)

C. Add internal questions to approval forms (if there's only one document per request)

PhillipTran

Thank you for your insights, @KimberlyMontroy! We're strongly leaning towards using follow ups now!

I've built out a prototype process where I have 5 follow up forms for each installment a potential request may have. Each form contains 3 file upload questions to add the approval documentation, check/transmittal, and acknowledgement letter.

Let me know if how I set it up is similar to yours!