Audit Trail
SINCE 3.2.0
Introduction
Audit Trail function enables users to track changes in objects or documents. This functionality is accessible in conjunction with Version Management. To ensure complete traceability, a Strict versioning mode must be employed. Consequently, no alterations can be made in the master archive without passing through a Draft and publishing a new system version.
To activate the function, select this icon:
A new window is opened where you can select multiple search options. The window can be maximized to provide maximum viewing area for the complex data presented.
Audit Trail Search Options
The Audit Trail window consists of several search options as presented below:
These options include:
Option Name | Allowed Values | Description |
|---|---|---|
Search by |
| Desired date search range can be specified in relation to two specific dates:
|
From / To | Date fields containing any valid date. | A date range is needed to indicate when the objects were modified or published. This can span any time in the past up to the present. |
Last |
| A convenient function is available to automatically set the date range to the last day, week, month, or year. Utilizing this function will overwrite any values previously set in the From/To fields. |
Search Class | Use class picker to select one of object classes available in the system. | Since the Audit Trail presents changes in object metadata, it will use a schema dedicated to a specific object class. The search must be narrowed to a single object class. |
Fields modified | Use class fields picker to select from one to all metadata fields. | When nothing is selected in this field, all changes are taken into account. Please note that in this case, a full metadata schema will be displayed, which can make reading the results a bit challenging for large schemas. If you are interested in changes only in specific fields, please select them from a multi-select list. Records that had these specific fields modified will be presented. |
Modified by | Select one or more users from a multi-select list. | When no selection is made, records modified by any user will be considered. If you want to focus on records modified by one or more specific users, please choose their names from a multi-select list. |
Search Button | Use this button to perform Audit Trail Search. |
Results
The Audit Trail search results are displayed in a nested grid. The top level provides only basic information about each modified object found.
The summary row represents the last operation detected. If an object was added, then modified, and finally deleted, the summary row will display the Deleted status.
An additional requirement for this type of result is that all listed operations must match the selected filter, such as date or user who performed the operation.
The results list will include:
A "View" action column allowing preview of the object within the main object structure (provided that the object still exists)
Object label (as configured in the system class settings)
Name of the user who made the change
Data source indicating either manual input or import package
Dates of record modification and publish date of draft
Operation
Insert (Add)
Update (Change)
Delete (Object was deleted and is not visible in the main archive, but it is still available in the versioning system)
Selecting Plus icon next to a summary row opens an expanded view revealing a detailed change-log.
The change-log consolidates all changes made within a particular search frame into a single object. It includes the same fundamental information as the summary row but is expanded with object metadata.
If specific fields were chosen, only those fields are displayed for easier viewing. However, other columns are still present and can be accessed using a header menu and columns sub-menu:
The base information columns remain locked, allowing for easy scrolling through a longer list of metadata columns without losing sight of the base information.
Compare values
Values for number fields might seem to be unchanged between modified records.
This happens when a value change was below display precision for number fields, and the rounded value looks the same. A display precision can be changed by a system administrator and is typically set to two decimal places.
Number of results
A Total number of results is calculated based on actual "hits" and not a number of unique objects. For example, when 200 modifications were found for five objects, they will be displayed only as five summary rows. Other results remain hidden as change log.