Verifying the Audit Trail

The Audit Trail records changes that have taken place in your database thereby helping Administrators to verify their Users' activity.

The Audit Trail records the actual change that has taken place, the date that the change was entered into the system, the name of the user who made the change, the name of the Entity the change refers to, the event group and type of event the change belongs to, the date of the event, any notes, and which document has changed.

To view the changes, the Audit Trail must be filtered and searched. You can do this by:

  • Using the Basic Search, which defaults to all events that occurred in the last seven days, but you can select to see all events, or events that were inputted in the last 30 days.
  • Select the Search icon to see the results.
  • Select Reports > List if you want to generate a Microsoft Word report of the Audit Trail.
  • Use the More tab to track changes according to a particular type of event(s), event date, audit date or to see what a particular User has carried out.
  • Selecting the More tab reveals further search criteria: This allows you to search for.

By Details:

  • Changes made to particular types of events - Select an event group(s) by highlighting the relevant group and selecting the Arrow to move it into the selection box, for example, Shares and Appointments, which will then allow you to select a particular event type(s) within that group(s), for example, Appointment of person and Resignation from Appointment. If you do not select an event type, the system will show you all changes to that event group, for example, appointments of persons, resignations and editing of appointments.
  • Changes according to their event dates and audit dates, i.e. the dates that the information was entered onto the system.
  • System changes, which shows you when Users logged on and off the system.

By Entity:

This allows you to search for:

  • Changes made to a particular Entity - Use the Wand icon to select the Entity.
  • Changes made to a particular type of Entity - For example, select 'Company' to see all changes made to Companies as opposed to other types of Entities, such as Individuals.
  • Changes made to entities belonging to a particular Country-Grouping Set, Country, Batches, User Grouping and Division. If you have not selected an Entity type, then when searching for changes that have taken place in entities belonging to a particular Country-Grouping Set, Country, Sets, Batches, User Grouping or Division, it will yield results for all Entity types. If an Entity type has been selected, it will only show the changes for that Entity type.

By User:

This allows you to search for events that have taken place according to the User's Country, Region, Division/Partner or the Users themselves. For example, if you wanted to view all events that took place by all Users in a particular country, you would select the relevant country under User Country.

Advanced:

This search gives the Administrator greater control on what they are looking for in the Audit Trail, as it allows you to select the fields and carry out 'or' searches, i.e. the results can match any of the fields selected, as opposed to matching all the fields chosen. For example, if you wanted to look for all events that were entered either by User X or User Y, the following can be entered.

  1. On the first column, select whether you want to search according to the Audit Trail or Entity Details
  2. Select the field you want to search by
  3. Select the operator, for example, equals, contains and so forth
  4. Enter the value of the chosen field
  5. Up to 5 fields can be entered
  6. Select whether the search should match all fields or any field
  7. Select the Search icon to view the resultsFurthermore, the Administrator can select the fields to be displayed on screen by using the Field Selection within the Advanced tab:
  • Highlight the field you want to display and select the Arrow to add it
  • Highlight the chosen field once added to the selection box and use the up and down arrows to change the order in which the field is displayed

Save Search Tab:

This allows you to save any filters you selected on the Audit Trail, which means you can run a search on the Audit Trail quickly without having to reselect the criteria.

  • Select the Save Search tab
  • Enter a Name
  • Select to save it as a My Search, which means only you can run it and see it, or as a Shared Search, which means all the Users of your system can see it and run it
  • Select Save.

To run a saved search, go to Shared Searches or My Searches on the Audit Trail screen and select your search.