Overview

Why Audit? Data integrity. The application of the CRM (fka Luxor) Strategic Marketing Through Classifications system is only effective if the standards of data integrity are met. The audit process ensures that information fed into CRM (fka Luxor) meets those standards

See the document attached at the end of this article for a more in-depth review of Audit processes.

Audit Management

The (Admin) To Be Audited (Priority) view is located as a view in each of the modules (Jobs, Contacts, Companies (aka Organizations)). This view allows you to see items that need to be reviewed and updated. Always audit from the (Admin) To Be Audited (Priority) view, regardless of which module you’re auditing. 

The auditor should have the "Audit Manager" security group added to their profile in CRM (Fka Luxor) (under Admin > User Management).

This article covers the workflow for auditing Jobs, Companies, and Contacts. Please see the file attached at the end of this article for more information.

TABLE OF CONTENTS

• Audit Management
• Auditing Jobs
• Auditing Contacts
• Auditing Companies

Auditing Jobs

Auditing job records is the first audit priority

1. Select the JOBS module
2. From your views list select the TO BE AUDITED (PRIORITY) view
3. Are there any priority (red) records?
   • If ‘no’ proceed to the Contact module
   • If ‘yes’ go to step 4
4. Review the new priority records. Each record must contain the following
   information: Company Name & Referral Source
   1. If the referral source denotes a relationship-driven referral (*see below,) then the Referred By field must be included prior to the record being marked audited
   2. If there are any Adjusters, Independent Adjusters or Agents associated with the job they then must be included prior to the record being marked audited
5. Does the record contain all of the required fields?
   • If ‘yes’ you may mark it audited
     1. Select the record
     2. From the Job Module menu select Mass Edit
     3. Select the Field ‘Audited’
     4. Set the Value to ‘yes’
     5. Save (the record will be removed from this view)
   • If ‘no’ determine who in your company can provide the information to you
     1. Select the record
     2. From the Job Module menu select Mass Edit
     3. Select the Field ‘Info Requested From’
     4. Set the value to the name of the person in your company you have requested the information from
     5. Save
     6. Speak to the person in your company who will be providing the information to you and ask that they secure the information for you in the next 3 days
6. Repeat for each new priority job record
7. Revisit pre-existing records where your information has been updated and is now
    complete. Mark them audited
8. Revisit pre-existing priority records where you are waiting for information
   • Has the information been provided to you?
     • If ‘yes’ proceed to step 9
     • If ‘no’ speak with the person you requested the information from and ask
       them for assistance in getting the information once again.
       • If you have been attempting to secure the information for over a week and are unable to get it, you may mark the record audited at this time
9. Any missing information that is provided to you for job records must be entered
    through your job management software

Auditing Contacts

Auditing contact records is the second audit priority

1. Select the CONTACTS module
2. From your views list select the TO BE AUDITED (PRIORITY) view
3. Are there any priority (red) records?
   • If ‘no’ proceed to the Organizations module
   • If ‘yes’ go to step 4
4. Review the new priority records. Each record must contain the following
   information: Type, Company Name, and Contact Name
   • If the organization type indicates the opportunity for referrals influenced by relationship then the Phone Number, Address, City, State, and Zip/Postal Code fields must be included prior to the record being marked audited
5. Does the record currently have an owner listed in the ‘Owned By’ field?
   • If ‘yes’ proceed to step 6 
   • If ‘no’ do you know who should own that relationship?
     • If ‘yes’ select the record and use the ASSIGN option from the Contact
        Module menu to assign it to the correct person
     • If ‘no’ (or if it is not going to be marketed to) you may skip this step. Ownership can be assigned through the SMTC process if required.
6. Does the record contain all of the required fields?
   • If ‘yes’ you may mark it audited
     1. Select the record
     2. From the Contacts Module menu select Mass Edit
     3. Select the Field ‘Audited’
     4. Set the Value to ‘yes’
     5. Save (the record will be removed from this view)
   • If ‘no’ determine who in your company can provide the information to you
     1. Select the record
     2. From the Contacts Module menu select Mass Edit
     3. Select the Field ‘Info Requested From’ 
     4. Set the value to the name of the person in your company you have
         requested the information from
     5. Save
     6. Speak to the person in your company who will be providing the information to you and ask that they secure the information for you in the next 3 days
7. Repeat for each new priority job record
8. Revisit pre-existing records where your information has been updated and is now complete. Mark them audited
9. Revisit pre-existing priority records where you are waiting for information
   • Has the information been provided to you?
     • If ‘yes’ enter the information. If the record is now complete it may be marked audited
     • If ‘no’ speak with the person you requested the information from and ask them for assistance in getting the information once again. Contact information may not be marked audited until it is complete.

Auditing Companies

Auditing company (aka organization) records is the third audit priority

1. Select the Company/Organizations module
2. From your views list select the TO BE AUDITED (PRIORITY) view
3. Are there any priority (red) records?
   • If ‘no’ your audit is completely up to date!
   • If ‘yes’ go to step 4
4. Review the new priority records. Each record must contain the following
   information: Type, Company Name
   • If the organization type indicates the opportunity for referrals influenced by relationship then the Address, City, State, Zip/Postal Code and Phone Number fields must be included prior to the record being marked audited
5. Does the record contain all of the required fields?
   • If ‘yes’ you may mark it audited
     1. Select the record
     2. From the Companies/Organizations Module menu select Mass Edit
     3. Select the Field ‘Audited’
     4. Set the Value to ‘yes’
     5. Save (the record will be removed from this view)
   • If ‘no’ determine who in your company can provide the information to you
     1. Select the record
     2. From the Companies/Organizations Module menu select Mass Edit
     3. Select the Field ‘Info Requested From’
     4. Set the value to the name of the person in your company you have requested the information from
     5. Save
     6. Speak to the person in your company who will be providing the information to you and ask that they secure the information for you in the next 3 days
6. Repeat for each new priority job record
7. Revisit pre-existing records where your information has been updated and is now complete. Mark them audited
8. Revisit pre-existing priority records where you are waiting for information
   • Has the information been provided to you?
     • If ‘yes’ enter the information. If the record is now complete it may be marked audited
     • If ‘no’ speak with the person you requested the information from and ask them for assistance in getting the information once again. Company/Organization information may not be marked audited until it is complete.

Questions? Contact Us

This article is meant to serve as a reference only and is not a substitute for training. If you are interested, feel free to check out our weekly Q&A sessions hosted by our CRM experts.