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Workbooks Auditing functionality provides you with information about which records have been created, deleted or updated, by whom and when. You can see changes at a field level, including seeing the original and the new values for updated fields.
Changes to data can be viewed on a record-by-record basis or can be reported on. This enables you to 'police' who is changing your data. Additionally, you can use reporting to calculate how long a record has been in a particular state. For example, you might want to know the average length of time Cases on your database are 'Open' before being moved to a 'Closed' status, or how much time elapses between a Lead being created and qualified in/out.
The Audit module is a licensed extension to Workbooks. Your account must be licensed for Audit before any Audit data will be collected. Audit data will stop being collected if the Audit module is disabled. In order for Users to see Audit data they must have the Audit licence allocated to them and have at least one of the following Capabilities:
- View All Audit Records - this gives the User access to the Audit Landing Page and access to the Audit information for every 'auditable' record on your database. By default, all System Administrators will have this Capability;
- View Audit Record Detail - this doesn't give the User access to the Audit Landing Page but they can see the Audit details for the records they have permission to access. This Capability is included in the Everyone Group by default so will be granted to all Users.
Records created via Import are not audited. The import functionality includes a record of all created records.
There is a variety of ways in which you can see the audited changes to Workbooks records. If you have the right Capability, you can see all the audited records by clicking Start > Auditing, which opens the Auditing Landing Page. The grid on the right lists all the audited records.
Alternatively, for an individual record, you can also see the changes by opening the Information screen (using the icon in the top right corner) and clicking Audit to display the audit history for this record. If a record has a Summary tab, the Audit information will also be included within the Summary with a context type of 'Audited'.
You can click on the expander grid + symbol to see a quick view of the changes or click on the row to open the audit record, which will look similar to the screenshot below (click to enlarge).
The top part of the form shows details of:
- Date - when the change or changes were made;
- User - which User made the changes;
- Action - what type of change was made (either create, update or delete);
- Record Type - what type of record has been updated;
- Description - this is generally the name/subject of the record;
- Reference - the object reference for the record;
- Request ID - a number used to group together a number of modify/create actions into one request sent to the system. All Audit records with the same Request ID represent changes made by a single request to the service.
- Client IP Address - the IP address used when sending the request to the service;
- Client Type - what type of client sent the request.
The lower part of the form shows details about which field or fields have been changed. Columns for Previous Value and New Value enable you to see at a granular level what the changes were.
Some records can only be changed within the context of a 'parent' record. Examples include Notes, Pricing Schemes, Line Items and Contact details. When viewing audited changes for such records the parent record details will also be shown.
Workbooks allows records to be related to one another. Changes to these relationships are audited as individual audit records. The Descriptor field describes the relationship.
You can build reports based on Audit information to help you track the changes made to your data. Click here for more information on Audit reports.