3.6. Audit

Displaying record info

At the bottom right corner of any window a record count indicator is displayed.

Example: for a window with n records:

• the count should look like this: 1 / n

• if a search filter has been applied, the count will be surrounded by brackets: [ 1 / n ]

To display the Record Info window click on the record count indicator, available at the bottom right corner of every window. The window contains information about the selected record and the list of updates it went through.

• Created By - the user who created the record and the corresponding date;

• Updated By - the user who last updated the record and the corresponding date;

The name of the table containing the record is also displayed.

The Record Info window details contain a list of updates the record went through:

• Column - the column associated to the field that was updated;

• New Value - the value of the field after the update;

• Old Value - the field's initial value;

• Updated - date when the update took place;

• Updated By - user responsible for the update;

• Note - an explanation may be added for an update;

• Customization checkbox - select this checkbox to prevent this update from being reset after migrating to a new version.

  • starting with v17.04, the option is only available for the System Administrator role;

Attention: Migrating to a new version resets all modifications to the data dictionary (user defined fields, windows, preference values) to standard values. In order to prevent this from happening, for their respective updates, check the customization Checkbox. Otherwise the updates and all data entered based on the updates will be lost.

The Record Info window can be accessed only by users who have "Tenant" as a preference level. After editing the preference level, you must log out of the application for the settings to take effect.

Process Audit

The Process Audit window located in the System Admin -> General Rules -> Security contains a record for every process or report that has been run. From the audit point of view reports are considered processes.

• Session - the login session in which the process was run;

• Created On - date when the process was started;

• Updated - date when the process was finished;

• Process - name of the process;

• User/Contact - the user who run the process;

• Role - the role assigned to the user;

• Error Message - if applicable, the error message returned by the process;

• Processing checkbox - is checked if the process is still running.

Parameter Audit tab - contains a list of all parameters used by the process and their values;

Log tab - contains the text shown in the Log section for a process after it has been run.

Change Audit

The Change Audit window located in the System Admin -> General Rules -> Security menu contains a record for every update made within the system.

• Session - the login session in which the update was made;

• Role - the role assigned to the user;

• Transaction - internal name for the update type;

• Updated - date when the update was made;

• Updated by - user responsible for the update;

• Table, Column - database location for the updated field;

• Customization checkbox - select this checkbox to prevent this update from being reset after migrating to a new version.

• Old Value - the field's initial value;

• New Value - the value of the field after the update;

• Description - you may add a description for the update;

• Note - an explanation may be added for an update;

Attention: Migrating to a new version resets all modifications to the data dictionary (user defined fields, windows, preference values) to standard values. In order to prevent this from happening, for their respective updates, check the Customization checkbox. Otherwise the updates and all data entered based on the updates will be lost.

Sessions

The Session Audit window located in the System Admin -> General Rules -> Security menu contains a record for every login session in SocrateCloud.

• Created On - date when the session started (log in);

• Created By - user logged into the application;

• Updated - date when the session ended (log out);

• Role - the role assigned to the user;

• Elapsed Hours - time length for the session;

• End Session button - can be used to end an active session within the system.

Change Audit tab - a list of updates made during the session;

Process Audit tab - a list of processes run during the session;

Window Audit tab - a list of windows opened during the session.

Active sessions are displayed in the Active Sessions window located in the Tools Menu -> Tools -> Active Server Sessions menu.

The sessions that are not closed can be viewed using the Concurrent Sessions window, located in the System Admin -> System Management menu. For each session the following information is displayed: number of hours since it was created, the user, the role and the IP address. The End session button can be used to the session.

The system access audit can be viewed from the System Access Audit window and based on the records in this window you can generate a report (System Access Report).

The Access Audit window is not available for the current SocrateCloud version.

The End Sessions process can be used to dispel multiple user sessions. If no session type is selected as parameter, all sessions (other than the current session) will be ended. The process should only be run when the application server is not running! If the process is executed from System, it applies to the processes of all tenants.

Notice

The Notice window contains records for each time a process was run through Scheduler or a report type workflow node was processed. The following fields are available:

• User/Contact - the user which initiated the workflow or the user defined for the scheduler;

• Workflow Activity - the corresponding activity for the workflow node;

• Table - the table in which the workflow source document is located or the table where the scheduler settings are registered;

• Reference - useful information regarding the source workflow document;

• Text Message - name of the process run by scheduler or the error message displayed when processing the workflow node

• Description - the scheduler process log text;

• Notice

• Record ID button - link to the source workflow document or the scheduler record;

• Delete Notices button - can be used to delete all the records within the "Notice" window up to the process parameter date;

Details in Workflows and Scheduler.