Source: https://sprinto-test.docs-staging.pageloop.ai/audits/evidences/how-it-works

# How it Works

Sprinto enables you to collect, upload, organise, and review evidence files that support your organisation’s compliance with various security frameworks.

Evidence can be:

- Collected automatically by Sprinto’s platform
- Uploaded manually by users
- Submitted in response to evidence requests
- Added through workflow checks or policy artefacts

Each evidence item is versioned, searchable, and can be linked to controls or audit requirements.

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### Types of evidence in Sprinto

| Evidence type          | Description                                                                 |
| ---------------------- | --------------------------------------------------------------------------- |
| **Automated**          | Collected directly via Sprinto’s integrations. No manual input is required. |
| **Uploaded**           | Added manually by users. Can include metadata and be mapped to controls.    |
| **Workflow**           | Generated from workflow checks configured within Sprinto.                   |
| **Evidence requested** | Submitted by stakeholders in response to a request.                         |
| **Policy**             | Generated automatically when a policy document is uploaded or linked.       |

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### Evidence lifecycle in Sprinto

#### Step 1: Add or request evidence

- **Upload manually** by clicking **Upload evidence** and selecting files or links.
- **Request evidence** from stakeholders via the **Request evidence** button.
- **Upload in bulk** using the multi-file upload feature, assigning metadata in one go.

> Each uploaded file becomes an individual evidence item with its own metadata and version history.

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#### Step 2: Assign metadata

After uploading, you can assign metadata such as:

- **Evidence name**
- **Identifier** (auto-generated, e.g. `EVD-001`)
- **Evidence group** (e.g. by audit, department, or control)
- **Evidence collected date**
- **Custom fields** (e.g. department, file type, owner)

You can assign metadata:

- **Individually**, via the evidence drawer
- **In bulk**, via multi-select actions in the table

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#### Step 3: Map to controls or audits

- Optionally associate each evidence item with one or more **controls**.
- During audit preparation, attach evidence to specific **audit requirements**.

> [!INFO]
>
> Evidence can be reused across multiple audits and controls.

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#### Step 4: Review and version

- For evidence requests, enable **Review required** and assign a reviewer.
- Reviewers can accept or ask for a re-upload.
- To update a file, use the **Update evidence** option — Sprinto will create a new version while preserving the previous one.

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#### Step 5: Track and manage

Use the **Evidences dashboard** to:

- Filter by evidence type, status, or custom metadata
- View and manage version history
- Edit metadata inline or through the evidence drawer
- Archive or bulk update active evidence

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### Restrictions and best practices

- **Evidence cannot be updated** if the associated audit is marked as complete.
- **Archived evidence** cannot be edited or updated in bulk.
- Use clear and consistent evidence group names to organise files efficiently.
- Maintain metadata hygiene for easier filtering and reporting.