Audit user is a special user. A user can be an audit user only if the partner’s administrator set the user to be audit user upon its creation. After a user was created as an audit user, it will stay like that for the rest of its life. It cannot be converted to a regular user, so please take that into consideration.
Audit User feature
What Is an Audit User?
Note:
Audit user cannot publish content without approval.
His supervisor does not need to be a NoviSign user.
How to Set Up an Audit User
-
When you create a user as an audit user (using the Admin tool for managing user) you should set a supervisor (by his email address).
All you need to do is to turn on the “Audit User” radio button. Once you do it, a “Supervisor” text box will appear. You need to fill the supervisor’s email.
Every creative which the audit user will submit for approval (except the “Save” button, he will also see a “Submit” button) will have to go through a review by the supervisor.
That means if John Smith is an audit user and just saved a creative called “My Creative” then an approval email will be sent to his defined supervisor.
The supervisor can approve or reject this version of the creative (he actually gets a link to view the creative by the email he got).
If he approves the creative, then the audit user will see that his creative is ready and not pending anymore.
Also, when the supervisor rejects that creative – the audit user will have to revise it before next submission to approval.
Once the creative is approved, the audit user will be able to use it in his playlists and screens.
When an audit user logs in, everything looks the same. However once he adds a simple creative or a compose creative, then after some saving it a few times, he needs to submit it for approval. When he presses the “Submit” button (either inside the Creative Composer for a composed creative or in edit mode of a simple creative), the supervisor will get an email for approval. By then, the creative won’t be editable anymore (either until approval/disapproval or until the user revokes the submitted changes).
After submitting a creative for approval, the “Submit button” will be replaced with a “Revoke” button, which means the audit user can revoke the changes and then keep working on the creative.
Then the creative will have a little orange clock icon, which means it is pending for approval.
In that email, the supervisor has a link that when clicked opens a page in which he can watch the creative (he must watch it, otherwise the approve/disapprove buttons will remain disabled), add a comment, and approve or disapprove it.
Once he does it, the audit user will be notified by an email and will see the comment (if there is any).
Again, after the audit user presses the “Submit” button s/he won’t be able to edit the composed creative.
However, he can press the “Revoke” button which cancels the submission and allows the user to keep working on the creative.
After submission, the audit user will see the email addresses of the supervisor in the edit mode together with an icon next to each one of them:
-
🟠 Orange clock → waiting for approval
-
✅ Green V → approved
-
❗ Red exclamation mark → disapproved
If the audit user hovers the mouse cursor above the red or green little icon (in the Creative Composer or in the edit mode of the simple creative), a tooltip text will appear with the text which the supervisor typed as a comment for his/her decision.
Only after the supervisor approved the creative, the audit user will be able to use it within the playlists.
If the creative was never sent for approval, you won’t see any icon on the creative.
If a creative is already in use in a playlist and the audit user revised it but still did not get an approval for that, it will keep showing the old approved version of the creative in all the screens.
