Auditing File Maintenance Changes, when a record was changed and by whom in 3.1
Problem
We've noticed some Household Tickler Comments have been deleted. Is there a way to find out who the last user was to update Tickler Information for a Household account?
Solution
Yes. This information can be found in the Audit Log Inquiry program.
Searching the Audit Log Inquiry program for a trail of 'who did what and when' is a two-step process of finding a Record ID Number and then searching the Audit Log for instances of the Record ID Number. The steps below will walk you through the process of determining who changed a Household Tickler message, BUT these steps can be used to find who made changes to any File Management record in RecTrac.
Using the Audit Log to Determine Who Changed a File Management Record and When
1. Find the Record ID and write it down. The Record ID is NOT a Household Number or Activity Code or etc Rather it is unique system-generated identifier. Record IDs can ALWAYS be found in DB Inquiry (Management Ribbon System Management Misc Management group DB Inquiry).
-IF you are searching the Audit Log to determine which User changed dates for an Activity Section or a Pass Code, for example, you will use DB Inquiry Table=ARSection or PMPass (and so on). Upon locating the Section you want, scroll right to the ID column. Find the ID number and write it down, then exit DB Inquiry. Go to Step 2 below.
- Households and Family Members are the exception. IF you are searching the Audit Log to determine which User made changes to a Household or Family Member record, you can use the Household DataGrid or the Family Member DataGrid to find the Record ID:
a. Search the DataGrid to find the Household or Family Member in question.
b. Click Options on the upper left-hand corner of the DataGrid and select Show Settings.
c. Scroll down and set the ID # filter to Show. Close the Options screen.
d. Scroll right to the ID # column. Find the ID number and write it down.
e. Exit the back to the main menu.
2. Search the Audit Log for instances of the Record ID Number.
- Go to Inquiry Ribbon Audit Log Inquiry.
- Click in the Log Date field to make sure the Sort Arrow is pointing downward.
- Put your cursor in the Detail 2 field and enter the ID # you wrote down in Step 1 above.
- Expand the Drop-down list for the Detail 2 field and select 'Equals.' Tab out of the field.
- All instances of the ID # you entered will be displayed in the DataGrid.
- Locate the suspect record, it will tell you the Date, Time, and User ID associated with the change.
- Double click on the record and you will see the detail of which field was updated. The initial filter (grid) will show the user id and date/time. For purposes of Tickler Messages, you'll see what the message WAS and what it is NOW.
- Exit when done.
Notes In the event the DataGrid does NOT populate with records, ensure:
1. That you have the proper ID# number listed in the Detail 2 field.
2. That you are sorting records Newest to Oldest.
3. That your Static Parameters profile is set to Log File Maintenance Additions, Changes, Deletes and Bulk Changes. These options are located on the Logging/Debug Settings group. VSI recommends leaving them enabled at all times.
` IF these options are NOT enabled, then File Maintenance records will not be written to the Audit Log.
` Once you enable these options, File Maintenance changes will be logged going forward only, meaning you cannot enable the option and then go retroactively search for a Change that was never logged to begin with.