Generate a Compliance Audit Report

Role: Project Admin or Quality Manager (with view_reports permission)
Time: 20–30 minutes
Prerequisites: Workflows have completed and documents have been approved; view_reports permission active for your role

When an external auditor, certifier, or client requests evidence of your document control process, Kazinex gives you two complementary tools: Reports (aggregated metrics and counts) and the Audit Log (event-by-event history). This tutorial shows you how to use both and export a comprehensive compliance package.

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Part 1: Build a Document Approval Status Report

Step 1: Open the Reports tab

1. Click Reports in the left navigation.
2. You see the report builder with available metrics.

Step 2: Configure the document status report

1. Click New Report (or click on the Document Count metric).
2. Configure:

Setting	Value
Report Type	Document Status Summary
Group By	Status
Filter: Project	[Current project]
Filter: Discipline	All (or filter to the discipline being audited)
Date Range	Project start date to today

3. Click Run Report.
4. The report shows a breakdown:

Status	Count
Approved	48
Pending Approval	7
Draft	12
Superseded	5

5. To add a discipline breakdown, change Group By to Discipline × Status — this shows how many documents in each discipline are at each status.

Step 3: Save the report

1. Click Save Report.
2. Name it: "Document Approval Status — [Project Name] — [Date]".
3. Optionally share with the project team: toggle Share with Team → On.
4. Click Save.

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Part 2: Build a Workflow Completion Report

Step 4: Create a workflow metrics report

1. Click New Report.
2. Configure:

Setting	Value
Report Type	Workflow Summary
Metric	Workflow Count by Status
Group By	Template Name
Date Range	Project start to today

3. Run the report. You see how many workflows of each template type completed, are in-progress, or were cancelled.

4. Add a second view: change metric to Workflow Cycle Time — this shows average days from workflow start to completion per template. This demonstrates process efficiency to auditors.

5. Save as: "Workflow Completion Summary — [Project Name]".

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Part 3: Export the Audit Log

Step 5: Open the Audit Log

1. Go to Settings → Audit Log (or Documents → select a document → Activity Log).
2. For a project-wide export: open the Project Audit Log from Project Settings.

Step 6: Filter the audit log for the audit period

1. Set filters:

Filter	Value
Date From	Start of the audit period
Date To	End of the audit period
Event Types	Document Approved, Workflow Completed, Status Changed, Document Uploaded, User Login (select all for completeness)
User	All users

2. The log shows every event in reverse chronological order.

Step 7: Export the audit log

1. Click Export → Excel or CSV.

2. The exported file contains:

   • Timestamp (ISO 8601)
   • Event type
   • User name and email
   • Object type and ID (document, workflow, transmittal)
   • Object title/number
   • Event details (e.g. "Status changed: draft → approved")
   • IP address (if logged)

3. Save the file: AuditLog_[ProjectName]_[DateRange].xlsx.

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Part 4: Export the Reports

Step 8: Export the saved reports

1. Open the Document Approval Status report.

2. Click Export → Excel.

3. Save as: DocumentStatus_[ProjectName]_[Date].xlsx.

4. Open the Workflow Completion Summary report.

5. Export → Excel.

6. Save as: WorkflowSummary_[ProjectName]_[Date].xlsx.

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Part 5: Compile the Compliance Package

Step 9: Assemble the audit package

A typical compliance package for an external audit contains:

Document	Source
Document Status Summary (Excel)	Reports export
Workflow Completion Summary (Excel)	Reports export
Audit Log (Excel)	Audit Log export
Document Register (full list with statuses)	Documents → Export All
Transmittal Register	Transmittals → Export

Create a folder structure:

Compliance Package — [Project] — [Date]/
  01_Document_Status_Summary.xlsx
  02_Workflow_Completion_Summary.xlsx
  03_Audit_Log.xlsx
  04_Document_Register.xlsx
  05_Transmittal_Register.xlsx

Step 10: Review before sending

Before sending to the auditor:

1. Open each export and verify the data looks complete.
2. Check the date range covers the full audit period.
3. Confirm document numbers and counts match what you see in the register.
4. Remove any confidential information not relevant to the audit if needed (document content, not metadata).

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Verification

After exporting, confirm:

• Audit log shows no unexplained gaps in the date range
• Workflow completion count in the report matches what you see manually in the Workflows list
• Document approval count is consistent across the report and the document register export

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What's next

• Reports Reference — all metric types and calculation formulas
• Reporting Governance — who can access and export reports
• Audit Trail Guide — detailed guide to the audit log, event types, and filtering